Administrative Assistant (NY Penn Transformation Program) - 90398228 - New York

Your success is a train ride away!

As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

Are you ready to join our team?

Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.

SUMMARY OF DUTIES: 

Reporting to the Special Advisor to the Amtrak Board, the selected candidate will provide administrative and technical program support to ensure efficient and effective day-to-day business operation of the NY Penn Transformation program. Individual in this role shall have experience in business administration, operations management, procurement, record-keeping, executive scheduling, and analytics. An interest or background in capital construction programs, finance, and/or public administration is preferred.

ESSENTIAL FUNCTIONS:
• Supports scheduling, organizing, and prioritizing of senior-level meetings.
• Composes, edits, and provides formatting preparation of program documentation and tracking of electronic correspondence.
• Acts as liaison with internal and external Program stakeholders on behalf of senior management.
• Using available software systems, gather and summarize data for reports and prepares presentations, spreadsheets, graphs and charts.
• Maintains detailed records of all expenses incurred by office and processes expense reports, payment requests, purchase orders, etc. in accordance with policies and procedures.
• Supports resource management and advances sensitive documentation, including confidential personnel transactions, ensuring continual attention to detail and meeting deadlines.
• Coordinates travel and meeting arrangements in accordance with applicable policies and procedures. Establishes and maintains senior manager’s filing system according to established Gateway Program document control procedures.
• Procures office equipment and supplies while adhering to budgetary guidelines.
• Communicates administrative procedures and requirements; troubleshoots issues to various internal operational challenges, as required.
• Handles confidential and non-routine information and enforces Amtrak policies and procedures when necessary. Coordinates and/or assists with various programs including award events, conference participation, and other industry-related initiatives.
• When necessary, provides frontline support in greeting visitors, screens incoming office calls and aids business operations, as appropriate.

MINIMUM QUALIFICATIONS:
• High school diploma
• A minimum of two (2) years of relevant, professional work experience Demonstrated office administrative/secretarial experience
• Experience with business and technical software i.e., MS Project, MS Visio, MS Excel, MS Word, MS PowerPoint, SharePoint, Tableau, query, and report tools, etc.
• Experience using SAP Ariba for accounting/procurement services High-level of interpersonal skills
• Strong organizational and time management skills
• General knowledge of office administrative procedures, use and operation of standard office equipment Ability to work independently and to effectively work as a member of a team
• Ability to proactively support senior management
• Ability to maintain confidentiality/discretion and to handle sensitive situations

• Strong verbal and written communication skills
• Attention to detail in composing, typing and proofing materials and in establishing priorities and meeting deadlines
• Some analytical ability in order to gather and summarize data for reports
• Must be proficient in Microsoft office, graphic visualization, and general business operations.
• Ability to work with others in a team environment and communicate with executive leadership team, support depts., Amtrak technology representatives, and external stakeholders etc.

PREFERRED QUALIFICATIONS:
 • College or associate degree.
 • Three to five (3-5) years of relevant, professional work experience.
 • Familiarity with Amtrak or administrative policies, procedures, and systems.
 • Interest or background in capital construction programs, finance, and or public administration is preferred.   Interest in advancing to other positions within Amtrak Capital Delivery and/or the Gateway Program.

WORK ENVIRONMENT:
 • Work is performed primarily in an indoor office setting with typical business-related office machines and/or home office.
 • Fast-paced, time-sensitive environment with frequently changing priorities.
 • Interfaces with senior and executive-level staff and contacts in the public and private sectors.   Frequently handles multiple projects simultaneously.
 • May occasionally travel throughout and outside the region as required (e.g., via train, automobile).

COMMUNICATIONS AND INTERPERSONAL SKILLS:
  Must have excellent oral and written communication skills.

The salary/hourly range is $49,900-$64,584, Pay is based on several factors including but not limited to education, work experience, certifications, internal equity, etc. Depending on an employee’s assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee’s base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position and/or long-term incentive plan compensation. In addition to your salary, Amtrak offers a comprehensive benefit package that includes health, dental, and vision plans; health savings accounts; wellness programs; flexible spending accounts; 401K retirement plan with employer match; life insurance; short and long term disability insurance; paid time off; back-up care; adoption assistance; surrogacy assistance; reimbursement of education expenses; Public Service Loan Forgiveness eligibility; Railroad Retirement sickness and retirement benefits; and rail pass privileges. Learn more about our benefits offerings here.

Requisition ID:165196

Work Arrangement:06-Onsite 4/5 Days Click here for more information about work arrangements at Amtrak. 
Relocation Offered:No 
Travel Requirements:0 - 5% 

You power our progress through your performance.
 

We want your work at Amtrak to be more than a job. We want your career at Amtrak to be a fulfilling experience where you find challenging work, rewarding opportunities, respect among colleagues, and attractive compensation. Amtrak maintains a culture that values high performance and recognizes individual employee contributions. 

Amtrak is committed to a safe workplace free of drugs and alcohol. All Amtrak positions requires a pre-employment background check that includes prior employment verification, a criminal history check and a pre-employment drug screen. 

Candidates who test positive for marijuana will be disqualified, regardless of any state or local statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Amtrak's pre-employment drug testing program is administered in accordance with DOT regulations and applicable law.  

In accordance with DOT regulations (49 CFR § 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.

In accordance with federal law governing security checks of covered individuals for providers of public transportation (Title 6 U.S.C. §1143), Amtrak is required to screen applicants for any permanent or interim disqualifying criminal offenses. 

Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.

Amtrak is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race/color, to include traits historically associated with race, including but not limited to, hair texture and hairstyles such as braids, locks and twists, religion, sex (including pregnancy, childbirth and related conditions, such as lactation), national origin/ethnicity, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law..