Principal Executive Secretary

Position at MTA Headquarters

JOB TITLE:

Principal Executive Secretary

DEPT/DIV:

Rolling Stock Strategy

SUPERVISOR:

Senior Manager, Special Projects, Rolling Stock Program

WORK LOCATION:

2 Broadway, New York, NY 10004

HOURS OF WORK:

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

FULL/PART-TIME

FULL

SALARY RANGE:

$72,000 - $77,900

DEADLINE:

Until filled

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.

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, demonstrating initiative and supporting the department's smooth operations by providing clerical, administrative, record-keeping, and general office support of both a routine and non-routine nature. In addition to maintaining excellent judgment and discretion in performing all tasks, the incumbent will assist with basic research and provide necessary clerical and administrative support to department members. This role may involve indirect supervision of Sr. Executive and/or Executive Secretaries, budget monitoring, office supply management, PC development, basic database maintenance, and workflow tracking.

Responsibilities:

• Documentation Management: Take, transcribe, and summarize meeting and discussion notes, type departmental correspondence, and maintain basic financial reports to ensure accurate records and efficient communication within the department.
• Communication Hub: Answer phones, address external inquiries, and screen calls, providing general information or directing inquiries to the appropriate party, ensuring effective departmental communication.
• Office Organization: Maintain a clean office area, establish and manage the department's filing system, log correspondence, and perform general clerical duties to facilitate an organized and efficient workspace.
• Support Coordination: Provide clear written and oral instructions to other clerical administrative support staff, prepare materials for departmental meetings, discussions, and presentations, ensuring seamless support for department members.
• Administrative Assistance: Schedule meetings, collect data for reports, manage calendars, prepare vouchers, purchase requisitions, and related documents, contributing to the smooth functioning of department activities.
• Travel Arrangements: Arrange travel plans for department personnel, ensuring travel logistics are well-coordinated and efficient.
• Budget Oversight: May monitor the department budget, contributing to financial accountability and ensuring resources are allocated effectively.
• Supervision: May supervise clerical staff, including temporary personnel, to ensure efficient workflow within the department.
• Technology Proficiency: Perform basic PC tasks and develop/maintain basic databases, both digital and manual, to support departmental data management needs.
• Support Organizational Charts: Maintain organizational charts for the department and assist with general paperwork, contributing to the department's organizational clarity.
• Supply Management: Order necessary supplies for the department, track and process invoices and related items, ensuring a well-equipped and organized work environment.
• Professional Representation: Maintain frequent contact with external organizations, elected officials, MTA senior management, and individuals of similar professional stature. Present a consistently professional and business-like image on behalf of the MTA in all interactions.
• Adaptability: Be prepared to undertake any necessary business duties essential for the seamless and professional operation of the department, demonstrating flexibility and commitment to departmental goals.
• Project Flexibility: Be open to taking on and successfully completing other projects as assigned, contributing to the department's adaptability and ability to address evolving needs.

Required Knowledge/Skills/Abilities:

• Proficiency in Microsoft Office Suite or similar applications, including Outlook, Word, Excel, and PowerPoint, with the ability to maintain basic databases.
• Excellent organizational skills to manage tasks efficiently and maintain order in the workplace.
• Proficiency with basic office equipment.
• Knowledge of record management, including filing, logging, retrieving, and follow-up systems.
• Familiarity with technical terminology relevant to the assigned department.
• Ability to compose memos and correspondence effectively.
• Excellent telephone skills for professional communication.
• Strong interpersonal skills and a willingness to collaborate as a team player in all aspects of departmental operations.
• Ability to maintain a high degree of confidentiality and discretion in handling sensitive information.

Required Education and Experience:

• H.S. Diploma or General Education Degree (GED) with a minimum of 6 years of administrative/secretarial experience or an equivalent combination of education and experience may be considered in lieu of a degree.
• Associate's Degree (AA) with a minimum of 4 years of administrative/ secretarial experience or an equivalent combination of education and experience may be considered in lieu of a degree.
• Bachelor's Degree in Arts/Sciences (BA/BS) with a minimum of 2 years of administrative/ secretarial experience or an equivalent combination of education and experience may be considered in lieu of a degree.

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.