Document Management Analyst

Description

***This position is represented by the Transportation Communication Union (TCU)***

Opening:

The Metropolitan Transportation Authority is North America's largest transportation network, serving a population of 15.3 million people across a 5,000-square-mile travel area surrounding New York City, Long Island, southeastern New York State, and Connecticut. The MTA network comprises the nation’s largest bus fleet and more subway and commuter rail cars than all other U.S. transit systems combined. MTA strives to provide a safe and reliable commute, excellent customer service, and rewarding opportunities.

Position Objective:

The purpose of this position is to receive, sort, distribute, and monitor inbound and outbound documentation.

Responsibilities:

Operations

• Receive, sort, and tag all inbound mail. Distribute to the appropriate teams.
• Index all electronic documents to the appropriate business group workflows.
• Scan paper documents into the Document Management System
• Validate scan quality on the computer.
• File, archive, or destroy paper after scanning according to policy.
• Create a rejection notification for documentation received not in compliance with MTA practices.
• Retrieve mail from select HR Data Science locations as required.
• Collect and send all outbound mail and packages on behalf of the Centers of Excellence.
• Communicate shipping and postal procedures to employees.
• Procure and store office supplies and packaging for the Centers of Excellence.
• Manage the general document management center upkeep.
• Provide satisfactory customer service.
• Complete assignments as delegated by the supervisor.
• Comply with MTA and HR Data Science policies, practices, and procedures.
• Support project activities including: requirements gathering, functional design & configuration, testing, training design, development & delivery, post production support.

Individual and Team Responsibilities

• Understand the MTA and HQ Data Science vision, including how individual responsibilities fit into the long-term strategies.
• Maintain an appropriate level of process, functional, and technical knowledge and participate in training to continue to develop such knowledge.
• Support other team members as appropriate.

Service Management

• Ensure that all assignments are completed with the highest quality and within agreed-upon Service Level Agreement guidelines and Key Performance Indicator targets.
• Adhere to the team budget.
• Identify and implement continuous improvement initiatives as assigned.

Knowledge/Skills/Abilities:

Required

• Proficient in the use of general office machines (e.g., photocopiers, fax, scan, postage) and mailroom system applications.
• Ability to manage electronic files.
• Ability to process requests consistently with general supervision.
• Ability to assess problems and promptly resolve or identify an appropriate team to resolve.
• Strong customer service skills and professional demeanor.
• Strong interpersonal skills with the ability to work with and collaborate across all levels within the organization.
• Strong time management skills and ability to manage individual assignments.
• Ability to work in a team environment.
• Attention to detail.
• Ability to handle sensitive situations and maintain a high level of confidentiality.

Preferred

• Working knowledge and use of office productivity tools (e.g., Adobe Acrobat, MS Office applications) and web-based applications.
• Familiarity with performance metrics and the ability to meet identified targets.
• Familiarity with PeopleSoft or related database software.

Required Education and Experience:

• High School Diploma or GED.
• Minimum 1 year of experience in a professional setting.

Preferred Education and Experience:

• Associate’s degree or equivalent experience preferred.
• Shared Services experience preferred.

Other Information

May need to work outside of normal work hours (i.e., evenings and weekends)

Travel may be required to other MTA locations or other external sites.

According 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 those concerning veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.