Metropolitan Transportation Authority Careers

Description

JOB TITLE:                          Principal Executive Secretary 

SALARY RANGE:               $52,711 - $65,889 

DEPT/DIV:                            Office of Insurance & Risk Management 

SUPERVISOR:                     Assistant Director Budget and Administration

LOCATION:                         2 Broadway 

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

  ** This position is protected by IBT Local 808 CBA**

SUMMARY: 

As an Executive Secretary, you are responsible for carrying out a wide range of complex clerical and administrative duties under significant time pressure. 

RESPONSIBILITIES: 

• Drafting memos, correspondence, and various reports such as statistical or financial documents.
• Maintain an organized work environment, establish and oversee the departmental filing system, as well as implement logging and follow-up procedures.
• Organization and distribution of incoming mail, file important documents in the shared drive, and occasionally open IT support tickets as needed.
• Draft routine memos and correspondence, answer incoming phone calls, screen callers, provide information to internal and external parties, and take detailed messages.
• Setting up claims in the claims system and inputting data.
• Managing the executive's calendar, you schedule meetings and prepare all necessary materials in advance.
• Coordinate travel arrangements and process expense reports for business trips.
• Exercise sound judgment, attention to detail, and excellent communication skills to efficiently support the executive team and ensure the smooth running of the department. Using excellent judgment, you must handle sensitive and confidential matters with the utmost care and discretion.
• Perform other task as directed by management.

KNOWLEDGE, SKILLS, AND ABILITIES 

• Must exhibit a firm grasp of the Microsoft Office suite, including Word, Excel, PowerPoint, Outlook, and Teams, or comparable productivity software.
• Must demonstrate a strong knowledge for records management, with the ability to efficiently set up departmental filing systems, maintain detailed logs, retrieve information as needed, and implement effective follow-up procedures.
• Proficiency, or at least a proven capacity to quickly learn, various record-keeping, filing, and building access pass management tasks is essential.
• Possess the ability to communicate clearly and collaborate seamlessly with personnel at all organizational levels is paramount, as this role requires interfacing with a diverse range of staff members on a regular basis.
• Exhibit the comprehensive skill set needed to provide exceptional administrative support, ensuring the smooth and efficient operation of the department 

EDUCATION AND EXPERIENCE: 

•    A minimum of a high school diploma, along with at least two years of prior secretarial or administrative experience or an associate degree. 

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.