Administrative Assistant

Administrative Assistant for MBTA
Safety Statement
At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTAs core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values.

Purpose and Scope
The Administrative Assistant will be responsible for assisting Stations, Facilities, & Structures Division with administrative activities. The Stations, Facilities, & Structures Division oversees the maintenance of all MBTA transit, maintenance, and administrative facilities. The Administrative Assistant provides administrative support to the department through administrative functions, including but not limited to budget and procurement activities.

Principal Duties and Responsibilities
Prepare status reports, budgets, and charts
Maintain notes and action logs
Provide data entry and administrative support
Analyze, prepare, and maintain reports and records
Prepares activity related correspondence
Coordinates procurement and invoice review activities
Support and maintain proper document control and document management processes.
Input requisitions and participate in the procurement process.
Respond to each inquiry, whether from a customer, vendor or co-worker in a courteous and professional manner.
Drive a company or personal vehicle to visit work sites as needed.
Perform related duties and projects as assigned.

Physical Demands and Working Conditions
Available to work as per assignment by the MBTA twenty-four (24) hours per day, seven (7) days per week as directed by supervisory staff for severe weather conditions, emergencies or any other circumstances that may potentially impact service or the safety of service
Have the ability to work any and all shifts and/or locations assigned or directed.
Minimum Education
An Associate's Degree from an accredited institution in a related field.

Minimum Experience and Required Skills
Two (2) years experience in administration or coordination duties, supporting a large department or group.
Proficiency with MS Word, Excel, Database, CMS and PeopleSoft applications .
Working knowledge of navigating and data reporting
Effective and efficient written communication skills.
Ability to work independently with strong problem-solving skills.
Ability to provide internal and external customers with a courteous and professional experience. Ability to pass a Criminal Offender Record Information (CORI) check; background screenings; and the MBTA's medical requirements, including a physical examination and drug and alcohol screening.
Possess excellent customer service and conflict resolution skills.
Possession of a valid drivers license without infractions in accordance with MBTA policy

Preferred Experience and Required Skills
A Bachelor's degree in a related field from an accredited institution.
Experience providing administrative support in a public sector, transit, and/or facilities environment.

Substitutions
A high school diploma or equivalent from an accredited institution with the ability to comprehend, communicate and respond to instructions, orders, signs, notices, inquiries, etc. in English and 5 years of project administration or coordination duties supporting a large department or group may be substituted for the degree requirement.

Job Conditions
Adhere to rules, regulations, collective bargaining agreements (if applicable) and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies.
Ability to pass a Criminal Offender Record Information (CORI) check, background screening, and the MBTAs medical requirements, including a physical examination and drug and alcohol screening.
The above statements are intended to describe the general nature and complexity of the work being performed by staff assigned to this job, and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.