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Principal Executive Secretary

Job ID: 4532
Business Unit: MTA Headquarters
Location: New York, NY, United States
Regular/Temporary: Regular
Department: General Law #2
Date Posted: Feb 27, 2024

Description

JOB TITLE:                          Principal Executive Secretary

SALARY RANGE:               $61,000 - $65,000

DEPT/DIV:                            General Law

SUPERVISOR:                     Legal-Chief of Staff

LOCATION:                         2 Broadway

HOURS OF WORK:            9:00 am - 5:30 pm (7 1/2 hours/day)

 

This position is eligible for telework which is currently one day per week. New hires are eligible to apply 30 days after their effective date of hire.

SUMMARY:

The incumbent is expected to be a self-starter, showing initiative and support for the smooth operations of the department by providing clerical, administrative, record keeping, and general office support of both a routine and non-routine nature for a department. The incumbents will show excellent judgment and discretion in performing all tasks. The incumbent will assist in doing basic research of questions and assist members of the department in all clerical and administrative aspects as needed. This position may include indirect supervision of Sr. Executive and / or Executive Secretaries, budget monitoring, office supply maintainer, PC development and maintainer of basic databases, and workflow tracking.

RESPONSIBILITIES:

Take, transcribe, and summarize all notes of meeting and discussions, type all necessary correspondence for department, maintains basic financial reports, monitors expenses, answers phones, answers questions by others from outside dept., or refers them to proper party, screen calls, supply general information.

Maintains a clean office area, set-up departmental filing system, logs correspondence, performs copy work, greets visitors to department and refers them to proper individuals and performs general clerical duties as required.

Provides clear written and oral direction to other clerical – administrative support staff, prepares all necessary materials for others in department for meeting, discussion, and public presentation.

Schedule meetings, gathers data for reports, maintains calendars, prepares vouchers, purchase requisitions and other related documents.

·           Arranges all travel arrangements for department personnel and may monitor departmental budget.

·           May supervise clerical staff as well as temporary staff. May be required to perform basic PC skills and develop and maintain basic databases of both PC and manual nature.

·           Maintains organizational charts for department and assists in general paperwork for the department.

·           Incumbents may also order supplies for department, track and process invoices and related items.

·           Incumbent has frequent contact with outside organizations, elected officials, MTA senior management and other similar level individuals and must present a professional, and business-like image for the MTA.

·           Position will require the incumbents to perform any and all other business duties necessary for the smooth and professional operation of the department.

·           Other projects as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

·         Working knowledge and proficiency with Microsoft Office Suite or similar applications, including Outlook, Word, Excel and PowerPoint with ability to maintain basic databases.

·         Must possess excellent organizational skills.

·         Must possess knowledge of all basic office equipment.

·         Must possess basic knowledge of record management (files, logging, retrieving, follow-up systems etc.)

·         Must possess knowledge of technical terminology relevant to department assigned.

·         Must possess ability to compose memos and correspondence.

·         Must possess ability to transcribe and summarize notes, minutes etc. Must have excellent telephone skills.

·         Must have excellent interpersonal skills and willingness to be a team player in all aspects of departmental operations.

·         Must possess excellent organizational skills.

·         Must be able to maintain a high degree of confidentiality and discretion.

EDUCATION AND EXPERIENCE:

Must possess High school diploma or GED plus a minimum of 6 years administrative/secretarial experience. Or an AAS degree plus a minimum of four years of administrative/secretarial experience, or a Bachelor’s Degree plus a minimum of two years of administrative/secretarial experience.

OTHER INFORMATION:

Pursuant 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 with respect to veteran status and individuals with disabilities.

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

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