Staff Contract Administrator

Staff Contract Administrator

Position at The Port Authority of NY & NJ

About the Role

The Staff Contract Administrator works within the Chief Engineers Office (OCE) and serves as the Department travel coordinator/reviewer as well as the Department liaison between LAW & Ethics and Government and Community Affairs. The successful candidate will perform a variety of administrative duties requiring broad and substantive knowledge of PA policies and procedures.

The position is located at 4 WTC, 150 Greenwich St., 19th Floor, New York, NY 10007.

Responsibilities

• Manage and coordinate the department Freedom of Information (FOI) requests with divisional coordinators assistance, prepare final document and report findings to OSEC
• Assist in preparation and monitoring of the department membership renewals and special events budget and coordinate approval process;
• Coordinating and reviewing department quarterly travel report consisting of business trips, conferences, training and inspections for approval, reviewal of travel authorization Memorandums via SharePoint/DocuSign, review and processing of expense accounts and Petty Cash Requests, process service entries and payment requests
• Manage the department articles/presentation approval process as the Department liaison with Government and Community Affairs, Media Relations and the Law Department for the departments needs; maintain and track electronically
• Manage the physical space of the OCE, which includes a myriad of services provided to the Chief Engineer, Deputy Chief and other executive staff, including office space services and TEC
• Responsible for maintaining supplies, computer equipment and software
• Department Procard Coordinator
• Manage and track executive correspondence through live link;
• Manage department 25-year service anniversary letter program, and Engineering Employee Recognition Gold Star program;
• Manage administration of vendor payments
• Dept Commuter Benefit Program Coordinator
• Assist in PeopleSoft reporting;
• Assist with managing, preparing and coordinating other special projects as requested.

Minimum Qualifications

• Associate degree from an accredited college or university or equivalent credits from an accredited technical school;?or 4 years of progressively responsible experience will satisfy the education requirement;
• Minimum?two?years' experience as an Executive Secretary or Administrative Assistant
• Applicants must meet performance standards and have completed all probationary periods at time of appointment. Applicants' attendance and job performance records will be reviewed in accordance with Port Authority policy.

Desired Qualifications

• Excellent time management skills with a proven ability to meet deadlines.
• Demonstrated ability to work independently, organize work, prioritize multiple concurrent assignments within strict deadlines while faced with competing priorities.
• Extensive knowledge of Port Authority organizational structure, policies and procedures
• Excellent administrative skills including thorough follow-up procedures and resolution skills
• Thorough knowledge of SAP and SAP Travel Management, Microsoft Word, Excel, Outlook, SharePoint and PowerPoint
• Thorough knowledge of 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
• Knowledge of PA records maintenance and retention practices
• 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.

Selection Process

The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation, Benefits & On-Site Collaboration Requirements

The Port Authority of New York and New Jersey offers a competitive benefits package and a professional environment that supports development and recognizes achievement. The Port Authority of New York and New Jersey anticipates that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors.

The expected compensation range for this role is: Minimum: $73,658 Midpoint: $95,742 Maximum: $117,832

In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs.

The Port Authority of NY & NJ