Administrative Assistant

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. MBTA’s 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. This includes attendance, participation, and contribution in local safety committee meetings as needed.

Job Summary

The Administrative Assistant will provide the Bus and/or Rail Training Schools and instructors with administrative support. The Training School provides training to employees and contractors including new hire trainings, right-of-way training, recertification trainings, promotional trainings, and capital support work. This position will provide administrative support through helping the training school schedule, coordinate, document, and implement all training events.

Duties & Responsibilities

Manage, prioritize, and schedule training requests. Coordinate and schedule trainings. Coordinate licensing for operators. Coordinate and manage instructor schedules. Assist with data entry and reports as needed. Track and/or monitor instructor PTO and attendance. Input and monitor the department’s weekly payroll authorization Flag and fix payroll issues. Communicate with trainees. Drive a company or personal vehicle to visit work sites, transport training materials and to assist at emergencies and/or events as needed. Assist in the coordination and preparation of meetings and trainings. Answer phones, take and distribute messages, and coordinate with other departments to ensure inquiries are responded to in a timely manner. Follow established departmental administrative procedures. Use a company issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports. Respond to inquiries as needed in a courteous and professional manner. Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies. Be available to check and respond to emails outside of scheduled working hours. Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues Perform related duties and projects as assigned.

at emergencies and/or events as needed.

Assist in the coordination and preparation of meetings and trainings. Answer phones, take and distribute messages, and coordinate with other departments to ensure

inquiries are responded to in a timely manner.

Follow established departmental administrative procedures. Use a company issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports. Respond to inquiries as needed in a courteous and professional manner. Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the Authority including the EEO, Anti-Discrimination and Anti-Harassment and Anti-Retaliation policies. Be available to check and respond to emails outside of scheduled working hours. Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues Perform related duties and projects as assigned.

Minimum Requirements & Qualifications

Two (2) to Four (4) years of experience in office management or coordination; effective analytical, organizational, multi-tasking, and confidentiality skills. Have the ability to comprehend, communicate and respond to instructions, orders, signs, notices, inquiries, etc. in English. The ability to use Microsoft Office Suite including Word, SharePoint, Excel, Teams, and PowerPoint applications. The ability to pass: the MBTA's Microsoft Office Professional test for Word and Excel; background screenings; and the MBTA’s medical requirements, including a physical examination and drug and alcohol screening. Effectively communicate with customers, employees, vendors, contractors, and state and federal agencies; have excellent customer service, conflict resolution, negotiation, communication, speaking and writing skills. Ability to provide internal and external customers with a courteous and professional experience. Ability to maintain and protect personal and confidential information; Ability to work with a diverse workforce

Minimum Education

A high school diploma or equivalent (G.E.D.) from an accredited institution

Preferred Experience And Skills

A Bachelor’s Degree in Business Administration or related field. An Associate’s Degree in a Related field Prior experience coordinating training school schedules. Prior experience in Transit related area

Substitutions Include

Substitutions

None

Job Conditions

Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in EnglishAbility to provide internal and external customers with courteous and professional experiencesAbility to work effectively independently and as part of a team (or supervise, if required)Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workersAbility to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policiesHave a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and medical Clinic screening, potentially including a physical examination and drug and alcohol screeningsAbility to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service

Disclaimers and Definitions

General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position. Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established. Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements. Work Eligibility: Although the MBTA is an Equal Opportunity Employer, all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S. Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email. Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing. On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority. Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com . Diversity, Equity, and Inclusion: The MBTA is an Equal Employment Opportunity Employer . For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions .