Senior Executive Secretary, Office of the Chief Security Officer

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

11d • Onsite

About The Position

This position will require working from the office Port Authority Technical Center (PATC) in person 5 days a week.
Reporting to the Superintendent of Police/Director of Public Safety and the Director of Resource Management and Planning, in a fast-paced environment, the selected candidate will be responsible for a wide variety of confidential administrative and secretarial duties in support of the Superintendent of Police, Deputy Superintendent of Police, Police Chiefs and the Director of Resource Management and Planning.

Requirements

• Applicants must have seven (7) years of full-time paid secretarial work experience.
• Ability to acquire thorough knowledge of Port Authority organizational structure, policies, and procedures.
• Superior interpersonal skills, including experience interacting effectively with all levels of internal staff and external professionals.
• Demonstrated experience dealing with sensitive and confidential material.
• Demonstrated ability to prioritize assignments and perform multiple tasks simultaneously within time constraints.
• Strong ability to write routine memoranda, emails, and correspondence. Proofread, verify, and review a variety of documents, materials, and/or forms for accuracy, completeness, and conformance with established standards, policies, and procedures; ensure documents for signature are accurate and complete
• Ability to be flexible, take initiative, use judgement and work independently.
• Demonstrated analytical and problem-solving skills.
• Strong planning and organizational skills
• Understanding of agency board process and working knowledge of proper preparation of briefing binders.
• Superior oral, written, and interpersonal communications skills
• Strong ability to present clear and concise information to top management
• Strong phone rapport and etiquette
• Demonstrated experience in the use of Outlook, MS Word, Excel, and PowerPoint

Responsibilities

• Manage Operations Orders, General Orders, PAPD End of Watch Notifications
• Manage Tuition Reimbursement Forms, memorandums, and other correspondences/emails
• Review and prioritize incoming correspondences
• Coordinate meetings and calendars using Outlook that will involve Port Authority executives and senior executives of various agencies and organizations
• Request signatures and sign documents on behalf of the Executive Staff
• Place, screen and refer telephone calls to appropriate executives and staff for expeditious handling
• File, retrieve and search for hard copy documents and electronic documents
• Administer Comp Time for PAPD Commanding Officers
• Answer general inquiries
• Perform attendance and timekeeping functions utilizing PeopleSoft
• Provide guidance to staff on various matters and procedures
• Perform other related duties and special assignments as required

Benefits

• The Port Authority of New York and New Jersey offers a competitive benefits package
• a professional environment that supports development and recognizes achievement.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed