Job Description

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

---------------


The Administrative Analyst position will provide the Light Rail Transportation leadership team with both administrative and analytical support. This position will provide administrative and analytical support through helping the Light Rail leadership team organize, schedule, document, and implement all critical meetings, events, and records throughout all Light Rail districts.

Duties & Responsibilities

------------------------------


Support Light Rail leadership and district meetings including, developing and maintaining meeting agenda, securing meeting space, managing meeting attendance, and recording/sharing meeting minutes. Perform basic analytics of data to develop, maintain, and distribute regularly scheduled reports. Develop and maintain files and document management for Light Rail Transportation leadership and district offices. Assist with data entry and reports as needed. Monitor, update and/or develop manual and computerized records and filing systems to ensure that information is easily retrievable. Develop, maintain, and monitor Light Rail employee receipt of materials, resources, and various communications. Assist in the development, analysis, and support of campaigns, such as generating data-driven reports to identify key areas of focus for campaigns. Help collect and analyze metrics to evaluate the success of initiatives, identifying trends and areas for improvement. Manage and update data-driven dashboards that track incidents, accident trends, and injury reports, ensuring accuracy and timeliness in data entry. Assist in analyzing trends in incidents and other metrics to identify potential risk factors and areas where improvements can be made. Conduct assessments and data reviews to help identify root causes of issues, including preparing reports so recommendations for corrective actions can be identified. Collect and perform data entry for forms, including various audits and reports. Create reports and analyze data related to for safety related district level trends. Streamline data entry procedures to enhance efficiency and accuracy. Collaborate with the Light Rail team to foster a culture of improvement and safety for frontline employees. Assist Light Rail Transportation leadership team with procurement and resource allocation throughout rail districts. Assist Light Rail Transportation leadership with coordinating and booking travel. Organize and maintain current list of employees for license reminders. Ability to provide appropriate visual representation of metrics. Partner with other Operations departments to assist in the collection, compilation, and distribution of information and data. Work in various systems to retrieve and compile Operational data. These systems include, but are not limited to, HRCMS, PeopleSoft, HASTUS, Maximus, financial and materials management systems, data warehouses, and other databases and tracking systems in use by Operations and the MBTA. Respond to all inquiries into the Light Rail Office in a courteous and professional manner. Adhere to the rules, regulations, collective bargaining agreements (if applicable) and policies of the MBTA including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies. Perform all other duties and projects that may be assigned. Answer phones, take and distribute messages, and liaise with other departments to ensure inquiries are responded to in a timely manner. Follow established departmental administrative procedures. Use a company issued computer to prepare correspondence and respond to e-mails. Ensure the smooth and timely flow of correspondence and reports. Maintain constant communication with the DPU, RMV, and State Police Dept. for scheduling licensing and testing, license and DPU issues.

Supervision

None

Minimum Requirements & Qualifications

------------------------------------------


A bachelor's degree from an accredited institution Two (2) years of experience in office management and coordination at the executive level One (1) year experience in the development and preparation of statistical reports. Experience using MS Word, Excel, PowerPoint, and Outlook. Experience using enterprise software systems A satisfactory supervisor evaluation (Internal Applicants). Ability to work all shifts as directed. Ability to pass written assessment or relevant Microsoft Office assessment.

Substitutions Include

-------------------------


A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the Bachelor's degree requirement. An Associate's degree from an accredited institution an additional three (3) years of directly related experience substitutes for the Bachelor's degree requirement A Master's degree in a related subject substitute for two (2) years of general experience. A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience.

Preferred Experience and Skills

Knowledge or experience in transit or transportation, including railroad or airline operations.

Job Conditions:

Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English. Be at least eighteen (18) years of age, except if participating in an approved high school internship / co-op program. Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role. Ability to provide internal and external customers with courteous and professional experiences. Ability to work effectively, independently, and as part of a diverse workforce team (or supervise, if required). Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers. Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies. Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if current student or recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection). Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including physical examination and drug and alcohol screenings. Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service. Intern / co-op staff must be enrolled full or part-time in an accredited educational program and maintain a cumulative GPA of at least 2.5 for the entire duration of the internship / co-op. Additionally, interns / co-ops must have valid work authorization and U.S. Social Security Number prior to starting their positions and throughout the duration of their program.

Disclaimers and Definitions:

General Disclaimer:

The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

Application Completion:

It is each applicant's responsibility to ensure application details are entered completely and correctly, including updated work and education histories (past and current).

Incomplete applications may not be considered. Attachments

do not substitute for application fields. The recruitment team

does nothave access to existing employee data / history.

Application Deadlines:

Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

Work Environment:

The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

Work Eligibility:

All employees must be legally authorized to work in the United States and on an unrestricted basis. The MBTA does not have an employer work sponsorship program. However, if you have unrestricted work authorization, or are sponsored by a separate entity, you are welcome to apply. Further, all persons hired will require a U.S. Social Security Number prior to starting the position and employees will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Interviews:

Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

Safety Sensitive Positions:

Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

On-call or 24/7 Positions:

Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

Essential / Emergency Staff:

During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

ADA Accommodations:

The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or hradaaa@mbta.com.

Diversity, Equity, and Inclusion:

The MBTA is an Equal Employment Opportunity Employer. For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit mbta.com/careers-app-definitions.

*

Intern / Co-Op Benefits:

Employees taking part in an internship or co-op at the MBTA are eligible to receive accrued paid sick leave as well as a monthly transportation pass, based on the city from which the intern / co-op commutes to work, at no cost. However, no additional benefits are currently offered for interns or co-ops.