Assistant Series 4 Jobs (NOW HIRING)

Administrative Assistant Series (Buses)

Job ID: 16833

Business Unit: MABSTOA

Location: New York, NY, United States

Regular/Temporary: Regular

Department: Administration & Timekeeping

Date Posted: Aug 12, 2026

Description

JOB INFORMATION:

Title:

Administrative Assistant Series (Buses)

Authority:

OA/MTA Bus

Department:

Regional Bus Company (3543)

Division/Unit:

Regional Operations

Location:

Various

Hours:

As Required

Telework (if Applicable):

Reporting Manager (if Applicable):

General Superintendent Support Services

Deadline (if Applicable):

Until Filled

Compensation\Authority - Union

OA - TWU

MTA B us - TWU

Senior Administrative Assistant

$78,677 - $104,555

New Hire Rate $68,416

$65,088 - $82,273

Administrative Associate

$71,118 - $89,893

New Hire Rate: $61,842

$58,174 – $74,100

Administrative Assistant

$63,566 - $80,962

New Hire Rate: $55,272

$52,745 – $72,000

RESPONS I BILITIES:

• 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.

SELECTION METHOD

Based on evaluation of education, skills, experience, interview, and written assessment.

All selected candidates will be subject to a full background investigation that includes employment and education. Discrepancies may lead to dismissal.

OTHER INFORMATION

Appointment may be at a comparable level to current level of selected candidate. (If necessary)

As an employee of MTA NYC Transit, you may be required to complete an annual financial disclosure statement with the state of New York, if your position earns more than $101,379 (this is subject to change) per year or if the position is designated as a policy maker.

For 55-a eligible titles: Candidates selected for this position may be placed in a competitive or non-competitive class position based on their qualifications. Qualified candidates who are placed in a competitive class position are eligible for the 55-a Program. Please indicate in your cover letter and in the upper right corner of your resume that you would like to be considered for the position under the 55-a Program. For detailed information regarding the 55-a Program, please visit the following link https://www1.nyc.gov/site/dcas/employment/55-a-program.page

TA APPLICANTS MUST BE IN A PERMANENT CIVIL SERVICE STATUS IN THE TITLE(S). IF YOU ARE ON AN ESTABLISHED LIST, YOUR LIST NUMBER MUST BE REACHABLE TO BE CONSIDERED FOR APPOINTMENT. The Metropolitan Transportation Authority is North America's largest transportation network, serving a population of 15.3 million people across a 5,000-square-mile travel area surrounding New York City, Long Island, southeastern New York State, and Connecticut. The MTA network comprises the nation’s largest bus fleet and more subway and commuter rail cars than all other U.S. transit systems combined. MTA strives to provide a safe and reliable commute, excellent customer service, and rewarding opportunities.

ADDITIONAL INFORMATION

Final salary is determined experience, skillset, and alignment with compensation practices. The posted range reflects expected compensation and may be updated as market or business needs evolve.

To be eligible for consideration for a new role, current MTA employees must complete at least one year of service in their current role prior to applying. Additionally, eligibility to interview is contingent upon maintaining a satisfactory record of job performance, attendance, and disciplinary conduct. Pursuant to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the “Commission”).

HOW TO APPLY

Qualified applicants can submit an online application by clicking on the ‘APPLY NOW’ button from either the CAREERS page or from the JOB DESCRIPTION page.

If you have previously applied online for other positions, enter your Username and Password . If it is your first registration, click on the CLICK HERE TO REGISTER hyperlink and enter a Username and Password; then click on the REGISTER button.

EQUAL EMPLOYMENT OPPORTUNITY

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.