Administrative Assistant Series

•  Selected candidates who are new hires to the MTA will be appointed at the minimum salary of the posted range, in accordance with applicable MTA compensation guidelines and policies.

RESPONSIBILITIES:

Under supervision, the Administrative Assistant provides essential support to ensure smooth medical assessment operations, handling clerical tasks, managing communications, and assisting OHS staff (i.e. physicians, nurses, management, etc.) with daily administrative needs at various locations.  Overall, the Administrative Assistant is a central figure in maintaining office efficiency, enabling managers and staff to focus on higher-level responsibilities. Their work spans clerical, organizational, and communication tasks, making them indispensable for smooth daily operations and effective workflow management.

• Maintain physical and digital filing systems, organize documents, and ensure information is easily accessible for retrieval

• Generate a daily analysis report to monitor and inspect all related activities to ensure strict standards are met in compliance with Occupational Health Services standard

• Answer and direct phone calls, respond to emails, greet visitors, and serve as a point of contact for internal and external inquiries

• Manage the scheduling and coordination of medical and referral appointments based on clinician fitness for duties needs.

• Review correspondence and other essential compliance medical documents to ensure accuracy and comply with state, federal (DOT/FTA) and MTA policies and procedures.

• Assist in managing the clinical workflow at the medical facility to ensure candidates and employees are properly evaluated and compliant with Occupation Health standards.

• Track office supplies and verify receipts to maintain operational efficiency.

EDUCATION AND EXPERIENCE:

Administrative Assistant (OA)

1. A baccalaureate degree from an accredited college or university; or
2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and two (2) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or administrative capacity; or
3. High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and four (4) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or, administrative capacity; or
4. A satisfactory equivalent combination of education and experience. However, all candidates other than those possessing a baccalaureate degree must possess the one year supervisory clerical or, administrative experience as described in subdivision “2”.

Administrative Associate (OA)

1. A baccalaureate degree from an accredited college or university and one (1) year of satisfactory, full-time experience in an administrative capacity; or
2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college and three (3) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or
3. High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and five (5) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or
4. A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience.

Senior Administrative Assistant (OA)

1. A baccalaureate degree from an accredited college with two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR
2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college coupled with two (2) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrativecapacity as described above; OR
3. High school diploma or equivalent and six (6) years of satisfactory responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR
4. A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.

DESIRED SKILLS:

• Strong organizational and multitasking abilities to manage several tasks and/or projects simultaneously.

• Excellent customer service, verbal and written communication skills for interacting with staff, clients, and visitors.

• Proficiency in office software and tools, such as MS Office Suite, electronic medical application, document management system, email systems, and scheduling platforms.

• Attention to detail and the ability to maintain confidentiality in handling sensitive information.

• Problem-solving and project management skills to support various departments effectively

• Knowledge of NYCT processes and procedures.

• Other administrative duties as assigned

• Knowledge of Data entry