Principal Executive Secretary - Legal Department

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.

Position Objective:

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

Responsibilities:

• Documentation Management: Take, transcribe, and summarize meeting and discussion notes,type departmental correspondence, and maintain basic financial and other reports andspreadsheets to ensure accurate records and efficient communication within the department.Performs administrative review and triage of subpoenas.
• Communication Hub: Answer phones, address external inquiries, and screen calls, providing general information or directing inquiries to the appropriate party, ensuring effectivedepartmental 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 andefficient workspace.
• Support Coordination: Provide clear written and oral instructions to other clerical –administrative support staff, prepare materials for departmental meetings, discussions andpresentations, 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 smoothfunctioning of department activities.
• Travel Arrangements: Arrange travel plans for department personnel, ensuring travel logisticsare well-coordinated and efficient.
• Budget Oversight: May monitor the department budget, contributing to financial accountabilityand ensuring resources are allocated effectively.
• Supervision: May supervise clerical staff, including temporary personnel, to ensure efficientworkflow 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 assistwith 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, electedofficials, MTA senior management, and individuals of similar professional stature. Present aconsistently professional and business-like image on behalf of the MTA in all interactions.
• Adaptability: Be prepared to undertake any necessary business duties essential for theseamless and professional operation of the department, demonstrating flexibility andcommitment 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.
• Process departmental mail, including intake, archiving, and distribution

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-upsystems.
• 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 allaspects of departmental operations.
• Ability to maintain a high degree of confidentiality and discretion in handlingsensitive information.

Required Education and Experience:

• H.S. Diploma or General Education Degree (GED), with a minimum of 6 years of administrative/secretarial experience OR
• Associate’sDegree (AA)or Applied Science (AAS) degree, with a minimum of 4 years ofadministrative/secretarial experience OR
• Bachelor’sDegree inArts/Sciences(BA/BS), with a minimum of 2 years of administrative/secretarial experience.

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.