Principal Executive Secretary

12/1/2015 Applicant Searches

https://erecruit.mtabsc.info/psc/ERPRD/EMPLOYEE/HRMS/c/HRS_HRS.HRS_APP_SCHJOB.GBL 1/3

Job DescriptionJob Title: Agency:Principal Executive Secretary

Safety ManagementMTA Headquarters

Job ID: Department:84882 Safety Program

Location: Manhattan Downtown Division: MTA Headquarters

Full/Part Time:

Regular/Temporary:

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Job Information

JOB TITLE: Principal Executive Secretary Safety Management DEADLINE: December 9, 2015 SALARY RANGE: Min.: $50,237 Mid.: $62,796 HAY POINTS: 291 DEPT/DIV: Safety Management Office SUPERVISOR: Safety Program Initiatives/ Chief Safety Officer LOCATION: 2 Broadway HOURS OF WORK: 9:00 am 5:30 pm (7 1/2 hours/day)Summary

Provide administrative support to the Safety Management Office as well as perform special projectsas directed by the Chief Safety Officer or the Sr. Advisor of Safety Program Initiatives. Theseresponsibilities will include, but not be limited to, standardization of department procedures,attendance control, vendor payments and travel coordination.

The incumbent is expected to be a selfstarter, showing initiative and support for the smoothoperations of the department by providing clerical, administrative, record keeping, and general officesupport of both a routine and nonroutine nature for a department. The incumbents will showexcellent judgment and discretion in performing all tasks. The incumbent will assist in doing basicresearch of questions and assist members of the department in all clerical and administrativeaspects as needed. This position may include indirect supervision of Sr. Executive and / orExecutive Secretaries, budget monitoring, office supply maintainer, PC development and maintainerof basic databases, and work flow tracking. Responsibilities

Manage departmental payroll and timekeeping functions that includes processing, generating,review any/all payroll reports to ensure both the accurate payment and monitoring of staffattendance.



Coordinate calendars, travel, expense reimbursement, procurement card and reconciliation of travelcard. Prepare all necessary materials for others in department for meeting, discussion and publicpresentation.

Schedule meetings, gather data for reports, prepare vouchers, purchase requisitions and otherrelated documents. May monitor departmental budget. May supervise clerical staff as well astemporary staff. May be required to perform basic PC skills, and develop and maintain basicdatabases of both PC and manual nature. Maintain organizational charts for dept., and assist ingeneral paperwork for the department.

Develop HQ Safety notices, communicate with various MTA Departments and coordinate AllAgencySafety Days/Standdowns.

Coordinate with the Human Resources department to ensure proper administration of HumanResource Personnel transactions including PAR, PUR, TAM, position descriptions, etc.

Coordinate and track email and prepare responses for the Chief Safety Officer and other staff asrequested.

Create spreadsheets to track executive correspondence and provide weekly reports on activities.

May be required to perform basic PC skills, and develop and maintain basic databases of both PCand manual nature.

Take, transcribe, and summarize all notes of meeting and discussions, type all necessarycorrespondence for department, maintain basic financial reports, monitor expenses, answer phones,answer questions by others from outside dept., or refer them to proper party, screen calls, supplygeneral information.

Maintain Department Filing system, create new files and manage archiving.

Maintain a clean office area, log correspondence, perform copy work, greet visitors to departmentand refer them to proper individuals, and performs general clerical duties as required.

Interact and follow up with vendors and other outside parties on behalf of department management.

May also order supplies for department, track and process invoices and related items. Incumbenthas frequent contact with outside organizations, elected officials, MTA senior management and othersimilar level individuals and must present a professional, and business like image for the MTA.

Perform any and all other business duties necessary for the smooth and professional operation ofthe department.

Other projects as assigned.Qualifications

Must possess strong organizational and coordination skills with thorough knowledge of



administrative functions including the ability to work independently and/or simultaneously onmultiple projects and adhering to deadlines.

Working knowledge in a Microsoft Office Suite environment, including Outlook, Word, Excel, Accessand PowerPoint or equivalent with ability to Ability to develop and maintain basic databases.

Must have working experience using PeopleSoft, Kronos, or related timekeeping, purchasing, orhuman resource system.

Must possess excellent customer service and interpersonal skills with the ability to communicateeffectively both orally and in writing with various departments and levels of management throughoutthe MTA and other MTA agencies.

Must possess strong leadership skills with the ability to foster teamwork and effective workingrelationships.

Must possess excellent organizational skills.

Must be able to maintain a high degree of confidentiality and discretion.Education and Experience

Must possess High school diploma or GED. Bachelor's degree in Business or related field preferred. Must possess 5 years of related experience. Must possess a minimum typing speed of 55 wpm.Other Information

As an employee of MTA Headquarters, you may be required to complete an annual financialdisclosure statement with the State of New York, if your position earns more than $91,821 (this figureis subject to change) per year or if the position is designated as a policy maker.How To Apply

Qualified applicants can submit an online application by clicking on the 'APPLY NOW' button fromeither the CAREERS page or from the JOB DESCRIPTION page.

If you have previously applied on line for other positions, enter your User Name and Password. If itis your first registration, click on the CLICK HERE TO REGISTER hyperlink and enter a User Nameand Password; then click on the REGISTER button.Equal Employment Opportunity

MTA is an Equal Opportunity Employer.

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Principal Executive Secretary

Career

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