Senior Administrative Secretary, Tunnels, Bridges and Terminals Department

About the Role

Responsibilities:       

Reporting to the Principal Business Manager within TB&T’s Business Solutions Unit, the Senior Administrative professional will deliver high-level executive and administrative support across a broad range of functions. This role requires the ability to operate independently with minimal supervision, exercising sound judgment, discretion, and initiative in managing complex assignments.

The ideal candidate will be highly organized, adaptable, and capable of effectively supporting senior management in a fast-paced environment. Serving in a critical support capacity, the incumbent will manage sensitive and confidential information while performing a diverse set of administrative and business support responsibilities.

This position also places a strong emphasis on data analysis, as well as the tracking and reporting of project and program performance to support informed decision-making.

This position is not represented by the CWA.

Responsibilities

• Schedule meetings and coordinate calendars using Microsoft Outlook
• Review, prioritize, and manage incoming correspondence
• Maintain chronological and program files, including tickler and follow-up systems
• Screen and route telephone calls appropriately
• Prepare travel and expense requests, including supporting documentation
• Compile and organize materials for weekly TB&T reports
• Perform data entry and generate reports in SAP
• Prepare and reconcile petty cash vouchers
• Draft and format correspondence using Microsoft Word and email
• Proofread documents and correspondence for executive signature
• Manage departmental conference room scheduling and logistics
• Prepare documents and materials for Executive-level review
• Administer payroll processing and timekeeping functions
• Complete special projects and assignments as required
• Serve as backup support to the Director’s Office
• Assist management with administrative policies and procedures, including invoice and contract support, vendor research, and procurement activities
• Perform all other analysis and reports as needed by the Management

Minimum Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Knowledge of office equipment (printers, copiers, scanners, etc.)
• Excellent verbal and written communication skills
• Strong interpersonal skills to interact with staff at all levels within and outside the organization
• Ability to handle confidential information discreetly
• Excellent time management and organizational abilities
• Attention to detail and accuracy in work
• Ability to prioritize tasks and meet deadlines
• Capable of working independently and as part of a team

Desired Qualifications

• Point, SAP, and PeopleSoft or similar financial and payroll tracking systems
• Excellent organizational, communications and interpersonal skills, along with demonstrated ability to work with teams
• Demonstrated ability to write, edit and proofread correspondence
• Thorough knowledge or ability to learn Port Authority organizational structure, policies and procedures
• Demonstrated ability to interact effectively with staff at all levels within and outside the organization
• Demonstrated ability to prioritize assignments and handle multiple tasks simultaneously
• Demonstrated ability to take initiative and use independent judgment
• Demonstrated ability to be flexible and work independently

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.