Principal Executive Secretary

The⠀incumbent⠀is⠀expected⠀to be a⠀self-starter,⠀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⠀non-routine⠀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⠀workflow⠀tracking.

RESPONSIBILITIES:

Take,⠀transcribe,⠀and⠀summarize⠀all notes⠀of meeting⠀and⠀discussions,⠀type all⠀necessary⠀correspondence⠀for⠀department,⠀maintains⠀basic⠀financial⠀reports,⠀monitors⠀expenses,⠀answers⠀phones,⠀answers⠀questions⠀by others⠀from⠀outside⠀dept., or⠀refers⠀them to⠀proper⠀party,⠀screen⠀calls,⠀supply⠀general⠀information.

Maintains⠀a clean⠀office⠀area,⠀set-up⠀departmental⠀filing⠀system,⠀logs⠀correspondence,⠀performs⠀copy work,⠀greets⠀visitors⠀to⠀department⠀and refers⠀them to⠀proper⠀individuals⠀and⠀performs⠀general⠀clerical⠀duties as⠀required.

Provides⠀clear⠀written⠀and oral⠀direction⠀to other⠀clerical⠀–⠀administrative⠀support⠀staff,⠀prepares⠀all⠀necessary⠀materials⠀for others⠀in⠀department⠀for⠀meeting,⠀discussion,⠀and public⠀presentation.

Schedule⠀meetings,⠀gathers⠀data for⠀reports,⠀maintains⠀calendars,⠀prepares⠀vouchers,⠀purchase⠀requisitions⠀and other⠀related⠀documents.

• Arranges⠀all travel⠀arrangements⠀for⠀department⠀personnel⠀and 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.
• Maintains⠀organizational⠀charts for⠀department⠀and⠀assists in⠀general⠀paperwork⠀for the⠀department.
• Incumbents⠀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.
• Position⠀will⠀require⠀the⠀incumbents⠀to perform⠀any and⠀all other⠀business⠀duties⠀necessary⠀for the⠀smooth and⠀professional⠀operation⠀of the⠀department.
• Other⠀projects⠀as⠀assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Working⠀knowledge⠀and⠀proficiency⠀with⠀Microsoft⠀Office⠀Suite or⠀similar⠀applications,⠀including⠀Outlook,⠀Word,⠀Excel and⠀PowerPoint⠀with⠀ability to⠀maintain⠀basic⠀databases.
• Must⠀possess⠀excellent⠀organizational⠀skills.
• Must⠀possess⠀knowledge⠀of all⠀basic⠀office⠀equipment.
• Must⠀possess⠀basic⠀knowledge⠀of record⠀management⠀(files,⠀logging,⠀retrieving,⠀follow-up⠀systems⠀etc.)
• Must⠀possess⠀knowledge⠀of⠀technical⠀terminology⠀relevant⠀to⠀department⠀assigned.
• Must⠀possess⠀ability to⠀compose⠀memos and⠀correspondence.
• Must⠀possess⠀ability to⠀transcribe⠀and⠀summarize⠀notes,⠀minutes⠀etc. Must⠀have⠀excellent⠀telephone⠀skills.
• Must⠀have⠀excellent⠀interpersonal⠀skills and⠀willingness⠀to be a⠀team⠀player in⠀all⠀aspects of⠀departmental⠀operations.
• Must⠀possess⠀excellent⠀organizational⠀skills.
• Must⠀be able to⠀maintain a⠀high⠀degree of⠀confidentiality⠀and⠀discretion.