Administrative Assistant

Overview

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, 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.

Job Summary

DUE TO THE HIGH VOLUME OF APPLICATIONS AND LIMITED VACANCIES, THIS POSTING WILL CLOSE WHEN IT REACHES 500 APPLICATIONS.

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.
• Coordinate with other departments to ensure inquiries are responded to in a timely manner.
• Follow established departmental administrative procedures.
• Input and monitor the department’s weekly payroll authorization
• Flag and fix payroll issues.
• 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, Anti-Harassment, and Anti-Retaliation policies.
• 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.

• A high school diploma or equivalent (G.E.D.) from an accredited institution.
• 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, 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.
• 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.
• Ability to provide internal and external customers with a courteous and professional…