Labor Relations Coordinator (Contract)

The Port Authority of NY & NJ•Jersey City, NJ

3d•Onsite

About The Position

The role is a front-line representative of the Labor Relations Department team and supports all functions and activities of Labor Relations personnel. The incumbent will also provide ongoing administrative support to all Labor Relations personnel and, more specifically, the Deputy Director/Chief Negotiator of the Labor Relations Department. This is a long-term contract position. The hours of the position are flexible, to start between 8 and 9 am and would work five days per week in our offices in Jersey City, NJ.

Requirements

Minimum of two years’ progressively responsible administrative experience
Organized and high attention to detail
Strong written and oral communication skills
Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint)

Nice To Haves

Previous experience in a human resources, labor relations, law firm, or in a paralegal capacity are highly preferred

Responsibilities

Greet visitors to the organization in a professional, welcoming, and helpful manner, including handling visitor requests, catering, and scheduling
Phone coverage and some scheduling for the Deputy Director/Chief Negotiator
Schedule negotiation sessions
Maintain main department calendar listing scheduled grievance, Improper Practice and discipline hearings, meetings with union representatives onsite/offsite, vacations and time out of the office.
Manage the invoice processing function for the department including tracking and monitoring the flow of invoices to successful completion
Provide support to Labor Relations Team on the following activities:
Coordinate and record excused time requests for union representatives for negotiations, witness requests, grievances, and IPs
Prepare and distribute authorization and settlement memos for contractual payments to unions and follow up to completion
Properly compose, format, proofread and review documents prior to distribution
Properly label and file (electronically) relevant LRD documents in LRD drive and/or Livelink, etc.
Open and close matters in PeopleSoft and Law Manager as requested and upload/save all relevant documents
Produce matter reports as requested periodically
Review arbitrator invoices; forward to appropriate Law department attorney for approval; forward to appropriate department for payment; follow up until payment has been processed by Comptroller
Assist in scheduling of grievance and disciplinary hearings by maintaining and updating shared calendar, reserve hearing locations; prepare and distribute hearing notices per contractual requirements; schedule court reporters
Prepare quarterly docket letter assignments
Assist in disciplinary checks for Police Academy Training Opportunities
Assemble necessary information and compile biweekly union dues deduction change report
Obtain and properly distribute Board of Commissioner meeting minutes to unions
Other administrative and/or coordination functions to support the Labor Relations Department.