Principal Executive Secretary

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Job Description
Job Title: Agency:Principal Executive Secretary ­
Safety Management
MTA 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 projects
as directed by the Chief Safety Officer or the Sr. Advisor of Safety Program Initiatives. These
responsibilities 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 smooth
operations of the department by providing clerical, administrative, record keeping, and general office
support of both a routine and non­routine nature for a department. The incumbents will show
excellent judgment and discretion in performing all tasks. The incumbent will assist in doing basic
research of questions and assist members of the department in all clerical and administrative
aspects as needed. This position may include indirect supervision of Sr. Executive and / or
Executive Secretaries, budget monitoring, office supply maintainer, PC development and maintainer
of 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 staff
attendance.

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Coordinate calendars, travel, expense reimbursement, procurement card and reconciliation of travel
card. Prepare all necessary materials for others in department for meeting, discussion and public
presentation.
Schedule meetings, gather data for reports, prepare vouchers, purchase requisitions and other
related documents. May monitor departmental budget. May supervise clerical staff as well as
temporary staff. May be required to perform basic PC skills, and develop and maintain basic
databases of both PC and manual nature. Maintain organizational charts for dept., and assist in
general paperwork for the department.
Develop HQ Safety notices, communicate with various MTA Departments and coordinate All­Agency
Safety Days/Stand­downs.
Coordinate with the Human Resources department to ensure proper administration of Human
Resource Personnel transactions including PAR, PUR, TAM, position descriptions, etc.
Coordinate and track e­mail and prepare responses for the Chief Safety Officer and other staff as
requested.
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 PC
and manual nature.
Take, transcribe, and summarize all notes of meeting and discussions, type all necessary
correspondence 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, supply
general information.
Maintain Department Filing system, create new files and manage archiving.
Maintain a clean office area, log correspondence, perform copy work, greet visitors to department
and 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. 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.
Perform any and all other business duties necessary for the smooth and professional operation of
the department.
Other projects as assigned.
Qualifications
Must possess strong organizational and coordination skills with thorough knowledge of

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administrative functions including the ability to work independently and/or simultaneously on
multiple projects and adhering to deadlines.
Working knowledge in a Microsoft Office Suite environment, including Outlook, Word, Excel, Access
and PowerPoint or equivalent with ability to Ability to develop and maintain basic databases.
Must have working experience using PeopleSoft, Kronos, or related timekeeping, purchasing, or
human resource system.
Must possess excellent customer service and interpersonal skills with the ability to communicate
effectively both orally and in writing with various departments and levels of management throughout
the MTA and other MTA agencies.
Must possess strong leadership skills with the ability to foster teamwork and effective working
relationships.
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 financial
disclosure statement with the State of New York, if your position earns more than $91,821 (this figure
is 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 from
either 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 it
is your first registration, click on the CLICK HERE TO REGISTER hyperlink and enter a User Name
and Password; then click on the REGISTER button.
Equal Employment Opportunity
MTA is an Equal Opportunity Employer.
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