Document Management Analyst

Location: Various (300 Cadman, 34th Street, 2 Broadway). This position is represented by the Transportation Communication Union (TCU). Hours: 8 hours per day.

About the role

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.

Requirements

• 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