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. MBTAs Core Values are built around safety service equity sustainability and culture. 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.

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

• Provide general administrative and clerical support to the Operations Training Department including answering phones managing correspondence and maintaining electronic and paper files.
• Schedule and coordinate meetings training sessions and department activities.
• Prepare agendas meeting minutes and follow-up action items.
• Assist with onboarding documentation for new hires in operations training programs.
• Coordinate logistics for training sessions.
• Assist with data entry and compiling reports on training activities completion rates and compliance metrics.
• Initiate and process procurement requests including submitting requisitions creating receipts in the procurement system tracking order status and ensuring timely resolution of purchases.
• Maintain inventory of training supplies materials and equipment; reorder as needed to support ongoing programs.
• Coordinate maintenance and repair requests for training facilities classrooms and training equipment.
• Acting as a point of contact for participants and trainers addressing inquiries and providing support.
• Drive a company or personal vehicle to visit work sites transport training materials and assist at emergencies and/or events as needed.
• Coordinate with other departments to ensure inquiries are responded to in a timely manner.
• Follow established departmental administrative procedures.
• Input and monitor the departments weekly payroll authorization
• Flag and fix payroll issues.
• Use a company-issued computer to prepare correspondence and respond toe-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 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.

Additional responsibilities may include a focus on one or more departments or locations. See applicable addendum for department or location-specific functions.

Supervision

• Two (2) to four (4) years of experience in office management or coordination; effective analytical organizational multi-tasking and confidentiality skills.
• The ability to use Microsoft Office Suite including Word Share Point Excel Teams and PowerPoint applications.
• The ability to pass: the MBTAs Microsoft Office Professional test for Word and Excel; background screenings; and the MBTAs medical requirements including a physical examination and drug and alcohol screening.
• Strong organizational skills with attention to detail.
• Effectively communicate with customers employees vendors contractors and state and federal agencies; have excellent customer service conflict resolution negotiation communication speaking and writing skills.
• A valid drivers license
• 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.
• Successful applicants must possess the English language skills required to comprehend communicate and respond to instructions orders signs notices inquiries etc.

• A bachelors degree in business administration or a related field.
• Familiarity with procurement and facility maintenance processes.
• Prior experience coordinating training school schedules.
• Prior experience in the transit-related area.

• None

Job Conditions:

• Ability to effectively read comprehend communicate and respond to instructions orders signs notices inquiries English.
• Be at least eighteen (18) years of age except if participating in an approved high school internship / co-op program.
• Ability to commute to assigned work locations in the Boston MA metro area as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences.
• Ability to work effectively independently and as part of a diverseworkforce 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-workers.
• Ability 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 policies.
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or 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 / or medical Clinic screening potentially including physical examination and drug and alcohol screenings.
• Ability 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.
• Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally interns / co-ops must have valid work authorization and U.S. Social Security Numberprior to starting pre-employment screenings / pre-boarding working in their positions and throughout the duration of their program.

Disclaimers and Definitions:

1. 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.
2. Application Completion: It is each applicants responsibility to ensure application details are entered completely and correctly including updated work and education histories (past and current). Incomplete applications may not be considered. Attachments do not substitute for application fields. The recruitment team does not have access to existing employee data / history.
3. Application Deadlines:Applicants should apply as soon as possible as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.
4. 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.
5. Work Eligibility:All employees must be legally authorized to work in the United States and on an unrestricted MBTA does not have an employer work sponsorship program. However if you have unrestricted work authorization or are sponsored by a separate entity you are welcome to all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.
6. 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 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.
7. Safety Sensitive Positions:Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.
8. 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.
9. 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.
10. ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process please contact the MBTAs ADA Unit at or .
11. 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 / Co-Op Benefits: Employees taking part in an internship orco-opat the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass based on the city from which the intern / co-opcommutes to workat no cost. However no additional benefits are currently offered for interns orco-ops.