Administrative Associate Jobs in East Rutherford, NJ

RESPONSIBILITIES: 

• This position is responsible for performing the day-to-day administrative duties. The incumbent will perform day to day routine and non-routine office functions which includes but are not limited to the following.  

• Perform data entry of attendance into timekeeping systems, process payroll adjustments and discrepancies and conduct payroll/timekeeping audits as required by management.  

• Maintain bereavement, military, and jury duty logs.  

• File personnel records and bus related records for the transportation and maintenance departments.  

• Organize, paper documents/files to be stored onsite and ultimately offsite.  

• Process open invoices via the internal Business Service Center.  

• Prepare timecards for employees in the maintenance department who are paid on an hourly basis.  

• Provide administrative support to departmental staff including but not limited to answering phones and responding to routine questions, scheduling meetings, preparing material for meeting, opening, logging, and distributing mail.  

• Create spreadsheets, documents, and reports; compose routine memos and correspondence; maintain departmental filing system; log retrieve and ensure that follow up actions are completed.  

• Analyze and review output reports from all data entered for accuracy and completeness. Ensure discrepancies are identified and corrected in a timely fashion.  

• Review and process expense reports for accuracy; order, restock and distribute supplies to ensure adequate inventory levels. Collect and analyze data related to invoice payments.  

• Post and track certified letters.  

• Perform other duties necessary for the smooth and professional operation of the department. 

EDUCATION AND EXPERIENCE: 

Senior Administrative Assistant 

1. A Baccalaureate degree from an accredited college AND two (2) years of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; OR 

2. An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college AND four (4) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; OR 

3.  A high school diploma or equivalent and six (6) years of satisfactory responsible full-time paid clerical experience, at least two (2) years of which must have been in an administrative capacity as described in 1 above; or 

4. A satisfactory equivalent combination of education and experience. However, all candidates must possess the two (2) years of administrative experience as described above. 

Administrative Associate 

1. A Baccalaureate degree from an accredited college AND one (1) year of satisfactory responsible full-time paid experience in a government agency, business firm, civic organization, or educational institution, conducting administrative or management studies, or assisting an executive in directing the administration of a large organizational segment, or directing or coordinating the administration of several small organizational segments, or performing any appropriate combination of these duties; 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 responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described in 1 above; OR 

3.  A high school diploma or equivalent and five (5) 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 in 1 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. 

Administrative Assistant 
1. A Baccalaureate degree from an accredited college; 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 responsible full-time paid clerical experience, at least one (1) year of which must have been in an administrative capacity as described above; OR 
3. A high school diploma or equivalent and four (4) 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: 

• Demonstrated experience performing administrative work and ability to meet deadlines and exercise discretion and confidentiality. 

• Excellent written, verbal, and grammatical skills. 

• Familiarity with the agency’s organization, functions, programs, policies, and work procedures is desirable. 

• Strong PC skills, including Word, Excel, Access, PowerPoint, etc. 

• Ability to interface effectively with senior management, staff, MTA affiliates, and external organizations.