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Administrative Assistant Series - OHS

Job ID: 14214

Business Unit: MABSTOA

Regular/Temporary: Regular

Department: NYC Transit Authority

Date Posted: Jan 13, 2026

Description

Job Information:

Title: Administrative Assistant Series - Occupational Health Services (OHS)

First Date of Posting: 1.09.2026

Last Date of Filing: 01/28/2026

Authority: OA

Department: Safety & Security MTA HQ

Division/Unit: OHS

Reports to: Senior Manager, Occupational Health Services

Work Location: 3961 10th Ave, New York, NY 10034 (MAC 3)

Hours of Work: As required

Compensation:

Senior Administrative Assistant (OA): $78,677 - $104,555 (New Hire Rate $68,416)

Administrative Associate (OA) : $71,118 - $89,893 (New Hire Rate: $61,842)

Administrative Assistant (OA) : $63,566 - $80,962 (New Hire Rate: $55,272)

~ Represented by TWU

Responsibilities:

Under supervision, the Administrative Assistant will perform direct communication on employee scheduling and their availability with General Superintendents and the administrative staff at various locations. May also be required to work at other OHS medical facilities based on operational needs.

The selected candidate will:

+ Be responsible for ensuring that employees are in compliance with OHS, State and FTA/DOT policies and procedures.

+ Process employees designated for referral to a sleep apnea vendor.

+ Copying and filing volumes of charts.

+ High volume of phone calls as well as making various outside Consultants appointments.

+ Generate a daily analysis report to promote reconciliation of all visits to the Medical Assessment Center, ensuring confidentiality is maintained with medical records, separating out-of-service medical records and preparing some for shipment to the Medical Records Unit.

+ Responsible for accurately sending out weekly 19A and Audio Reports.

+ In-Processing and out-Processing of employees.

+ Assisting with various administrative functioning.

+ Assisting with the Realignment of charts.

Education and 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.

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 one (1) year of administrative experience.

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”.

Desired Skills:

Must have strong computer skills.

Excellent customer service, team-building and interpersonal skills.

Possess working knowledge of Microsoft Suite and Peoplesoft.

Knowledge of NYCT processes and procedures.

Knowledge of Data entry

Must be able to multi-task and be able to work in a fast pace high-pressured environment.

Selection Method:

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

Other Information

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”).

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