Senior Executive Secretary

Description


Position at MTA Headquarters


JOB TITLE:

Senior Executive Secretary

DEPT/DIV:

MTAPD

SUPERVISOR:


Assistant Chief

WORK LOCATION:

420 Lexington Ave, New York, NY 10170

HOURS OF WORK:

9:00 am - 5:30 pm (7.5 hours/day) or as required

FULL/PART-TIME

FULL

SALARY RANGE:

Step 1: $59,577

Step 2: $63,301

Step 3: $67,024

Step 4: $70,748

Step 5: $70,748

DEADLINE:

Until filled

Opening:

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.

Job 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 routine and non-routine nature for the department. The incumbents will show good judgment and discretion in performing all tasks. The incumbent will assist in doing basic research on questions and assist members of the department in all clerical and administrative aspects as needed. This position may include budget monitoring, office supply maintenance, PC development and maintenance of basic databases, and workflow tracking.

Responsibilities:

• Secretarial: Take, transcribe, and summarize all notes of meetings and discussions, type all necessary correspondence for the department, maintain basic financial reports, monitor expenses, answer phones, answer questions from others outside the department, or refer them to the proper party, screen calls, supply general information.
• Clerical: Maintains a clean office area, sets up departmental filing system, logs correspondence, performs copy work, greets visitors to the department and refers them to proper individuals, and performs general clerical duties as required for the department.
• Administrative: Provides clear written and oral direction to other clerical-administrative support staff and prepares all necessary materials for others in the department for meetings, discussions, and public presentations. Schedule meetings, gather data for reports, maintain calendars, prepare vouchers, purchase requisitions, and other related documents. Arranges all travel arrangements for department personnel and may monitor departmental budget. May be required to perform basic PC skills, and develop and maintain basic databases of both PC and manual nature. Maintains organizational charts for the department and assists in general paperwork for the department.
• Other: Incumbents may also order supplies for department track 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 other business duties necessary for the smooth and professional operation of the department.

Required Knowledge/Skills/Abilities:

• Working knowledge and proficiency with Microsoft Office Suite or similar applications, including Outlook, Word, Excel, and PowerPoint, with the ability to maintain basic databases.
• Command of written and spoken English.
• Strong organizational skills.
• Knowledge of all basic office equipment.
• Basic knowledge of record management (files, logging, retrieving, follow-up systems, etc.)
• Knowledge of technical terminology relevant to the department assigned.
• Ability to compose memos and correspondence.
• Ability to transcribe and summarize notes, minutes, etc.
• Excellent telephone skills.
• Willingness to be a team player in all aspects of the departmental operations.

Required Education and Experience:

• A minimum of a High School education plus a minimum of four years of secretarial experience. Or an AAS degree plus a minimum of two years of experience, or a BA degree plus one year of experience.
• Must have a full understanding of MTA-HQ departments, and a basic understanding of the role of the MTA and its public.

Other Information

May need to work outside of normal work hours (i.e., evenings and weekends)

Travel may be required to other MTA locations or other external sites.

According 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 those concerning veteran status and individuals with disabilities.

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