Front Desk Confidential Administrative Assistant

• Knowledge of office/administrative filing systems and procedures and the ability to input data accurately and maintain accurate filing systems.

• Knowledge of data processing, data inputting and word processing with excellent familiarity with Microsoft software products including Word, Excel, OneDrive, SharePoint, and Outlook/Exchange. Good typing skills of 60-plus wpm, a plus.

• Excellent written, oral, and active listening communication skills with an attention to detail.

• Ability to work independently with minimal supervision.

• Ability to work collegially with other departments as a member of a team.

• Ability to maintain a professional and collegial demeanor in a high-pressure, fast-paced environment.

• Ability to exercise good judgment in handling sensitive and confidential information.

• Ability to prioritize work assignments and manage multiple assignments simultaneously with attention to accuracy, detail and deadlines.

• Ability to interact effectively with department and agency staff and senior management inside and outside the OIG.

• Strong record management and organizational skills with the ability to follow-up as necessary.

• This position is not eligible for tele-working.

• Provides administrative, clerical, financial and project support throughout the OIG as required, including, but not limited to, greeting and directing visitors to the OIG offices, answering the main telephone line, maintaining daily records of in-person OIG staff and visitors on site, assisting with the formatting and review of OIG documents, handbooks, training materials, handling incoming mail, directing and receiving deliveries, scheduling IT trainings, and ensuring compliance by OIG staff and visitors with office security protocols.

• Performs receptionist, clerical and administrative functions, including but not limited to responding to telephones calls, responding to inquiries from outside the OIG and providing information as appropriate, routing correspondence, typing letters and memoranda, filing, making appointments, maintaining calendars, scheduling conference room meetings, scheduling virtual conference meetings in MS Teams, and other similar administrative duties as assigned.

• Ensures cleanliness of the Main Reception Area, including the water and hand sanitizer dispensers remain stocked.

• Greets and welcomes OIG staff and all visitors on site, including, but not limited to, MTA employees, vendor representatives, building staff, building engineers, delivery staff, and directs visitors as required.

• Notifies appropriate OIG staff of arrival of visitors and ensures that visitors are directed to their destination.

• Answers the main office telephone line, directing and resolving inquiries as appropriate.

• Responsible for daily sign-in sheets and maintenance of telephone/cell phone listings.

• Receives, opens, records, sorts, and distributes all incoming mail to designated recipients in a timely manner.

• Receives and directs deliveries as required and notifies appropriate Administrative Unit staff of deliveries in a timely manner.

• Maintains Admin calendar for leave requests and assists in scheduling conference room meetings on site and virtually through MS Teams.

• Schedules visitors to the OIG offices, enters visitor information into the building visitors' portal and follows-up as necessary to ensure visitors' timely access to the OIG office building.

• Ensures that OIG office security protocols are followed by visitors in the Main Reception Area and notifies the EDIG/Investigations or their designee when security protocols are not followed.

• Types draft reports and other documents as required.

• Maintains and updates the Administration Department outside vendor and administrative resources contact information as required by the Director of Administration & Finance or their designee.

• Maintains and updates the content of the Administration Department SharePoint Library as required by the Director of Administration & Finance or their designee.

• Performs such other administrative, secretarial, financial, and clerical duties as assigned by the Director of Administration & Finance or their designee.

• Functions as back-up to the Office Assistant.

• Other duties as assigned by the Director of Administration & Finance or their designee.

Under the direction of the Director of Administration & Finance or their designee, the Front Desk Confidential Administrative Assistant, provides a welcoming presence to OIG staff and visitors. Duties and responsibilities include, but are not limited to, greeting and directing all visitors, maintaining daily attendance logs for staff and visitors, answering the main office telephone line, directing in-person and telephone inquiries to the appropriate departments, scheduling conference meetings, scheduling visitors in the building visitors portal, receiving, recording, sorting and distributing mail, receiving and directing deliveries, formatting and proofreading office documents and providing diversified, administrative, clerical and project support throughout the OIG. The Front Desk Confidential Administrative Assistant must demonstrate initiative, good judgment and discretion while performing in a high-pressure and fast-paced environment.