Administrative Assistant Series - Occupational Health Services (OHS)

Metropolitan Transportation Authority • Brooklyn, NY

3d • Onsite

About The Position

The Administrative Assistant Series - Occupational Health Services (OHS) position at MTA HQ, under the Authority of OA and within the Safety & Security Department, provides essential support to ensure smooth medical assessment operations. This role involves handling clerical tasks, managing communications, and assisting OHS staff (physicians, nurses, management, etc.) with daily administrative needs at various locations. The Administrative Assistant is central to maintaining office efficiency, enabling managers and staff to focus on higher-level responsibilities through clerical, organizational, and communication tasks, ensuring smooth daily operations and effective workflow management.

Requirements

• Administrative Assistant (OA): A baccalaureate degree from an accredited college or university; or 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, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or administrative capacity; or High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and four (4) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in a supervisory or, administrative capacity; or A satisfactory equivalent combination of education and experience. However, all candidates other than those possessing a baccalaureate degree must possess the one year supervisory clerical or, administrative experience as described in subdivision “2”.
• Administrative Associate (OA): A baccalaureate degree from an accredited college or university and one (1) year of satisfactory, full-time experience in an administrative capacity; or 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, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or High school diploma or its education equivalent or U.S. Armed Forces GED certificate with a score of at least 35 on each of the five tests and an overall score of at least 225 in the examination for the diploma or certificate and five (5) years of satisfactory, full-time clerical experience, at least one (1) year of which shall have been in an administrative capacity; or A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience.
• Senior Administrative Assistant (OA): A baccalaureate degree from an accredited college with 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 An associate degree from an accredited college or completion of two (2) years of study (60 credits) at an accredited college coupled with 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 High school diploma or equivalent and six (6) 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 A satisfactory equivalent combination of education and experience. However, all candidates must possess the one (1) year of administrative experience as described above.

Nice To Haves

• Strong organizational and multitasking abilities to manage several tasks and/or projects simultaneously.
• Excellent customer service, verbal and written communication skills for interacting with staff, clients, and visitors.
• Proficiency in office software and tools, such as MS Office Suite, electronic medical application, document management system, email systems, and scheduling platforms.
• Attention to detail and the ability to maintain confidentiality in handling sensitive information.
• Problem-solving and project management skills to support various departments effectively.
• Knowledge of NYCT processes and procedures.
• Other administrative duties as assigned.
• Knowledge of Data entry.

Responsibilities

• Maintain physical and digital filing systems, organize documents, and ensure information is easily accessible for retrieval.
• Generate a daily analysis report to monitor and inspect all related activities to ensure strict standards are met in compliance with Occupational Health Services standard.
• Answer and direct phone calls, respond to emails, greet visitors, and serve as a point of contact for internal and external inquiries.
• Manage the scheduling and coordination of medical and referral appointments based on clinician fitness for duties needs.
• Review correspondence and other essential compliance medical documents to ensure accuracy and comply with state, federal (DOT/FTA) and MTA policies and procedures.
• Assist in managing the clinical workflow at the medical facility to ensure candidates and employees are properly evaluated and compliant with Occupation Health standards.
• Track office supplies and verify receipts to maintain operational efficiency.

Benefits

• MTA NYC Transit employee benefits may include an annual financial disclosure statement if position earns more than $101,379 per year or is designated as a policy maker.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level