Port Authority of NY & NJ Careers

Description

• Responsibilities including, but not limited to; direct assistance on managing correspondence including preparing, distributing, reviewing and editing all material for signature.
• Reviewing and prioritizing incoming correspondence for approval via SharePoint
• Overall coordination/management of meetings, conflicts and calendars using Outlook involving Port Authority executives and senior executives of various agencies and organizations.
• Placing, screening and referring telephone calls to appropriate executives and/or staff for expeditious handling.
• Prepare Building Access requests for visitors to department.
• Managing and maintaining an extensive electronic filing and follow-up system; answering general inquiries.
• Handle all aspects of Chief Engineer’s travel plans to conferences, seminars, presentation and waiver approvals; maintain history of travel and costs including preparing expense documents such as Petty Cash, expense account and Voucher Checks using SAP and SAP Travel.
• Processing invoices and service requests for payment in SAP
• Assemble and distribution of department Weekly Highlights report to Executive Director
• Maintain and process requests related to membership, vehicle maintenance, mileage, EZ pass, PA Applause, Outside Employment, Scholarship Programs; prepare agenda for monthly Division Manager’s meeting.
• Provide guidance to staff on various matters and procedures; travel arrangements (via ADTRAV), performing other related duties as assigned.
• Provide back-up to Assistant to Deputy Chief Engineer as needed, act as secondary back-up for all Travel requests, and provide coverage in absences, as well as special assignments as requested.

• Associate Degree from an accredited college or university or equivalent credits from an accredited technical school;
• In lieu of education, 4 years of progressively responsible experience
• Minimum two years' experience as an Executive Secretary, Administrative Assistant, or equivalent  

• Extensive Knowledge of or ability to learn Port Authority organizational structure, policies and procedures 
• Excellent administrative skills including thorough follow-up procedures and resolution skills 
• Experience using PeopleSoft, SAP and SAP Travel Management, Microsoft Word, Excel, Livelink, SharePoint and PowerPoint 
• Proficiency with Microsoft applications: Outlook, Word, Excel, and Power Point 
• Knowledge of or ability to learn PA administrative and timekeeping policies and procedures. 
• Self-starter with demonstrated ability to initiate activities and projects with little or no supervision, demonstrated analytical and problem-solving skills
• Demonstrated ability to interact effectively with internal and external staff at all levels 
• Demonstrated ability to prioritize assignments and handle multiple tasks simultaneously, organize a demanding workload and manage multiple tasks within tight timeframes and meeting deadlines 
• Demonstrated ability to be flexible, use initiative and independent judgment 
• Demonstrated interpersonal, analytical and problem-solving skills 
• Demonstrate ability to write, proofread, and edit correspondence for executive management's signature and use electronic workflows 
• Demonstrate excellent written and oral communication skills 
• Demonstrate strong customer service skills. 

How to Apply: Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications. Only applicants under consideration will be contacted. About The Port Authority: Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than twenty three billion in annual wages and eighty billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere. Equal Opportunity Employer The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer. It is the Port Authority’s policy, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws, to provide reasonable accommodations to qualified persons with disabilities who are employees or applicants for employment and who request the Port Authority do so, unless providing the requested accommodation would result in an undue hardship to the Port Authority. Job applicants may request a reasonable accommodation (1) if they claim a disability is affecting the interview process, or (2) to ensure that if they are selected for a position, they can perform the essential job functions. To submit a request, please contact the recruiter or email the Human Resources Department’s Disability Accommodation Coordinator at [email protected]. The Port Authority will treat any request for Reasonable Accommodation by a job applicant confidentially.