Administrative Secretary, PATH

About the role

This is a non-represented Port Authority position that will be assigned to PATH. The selected incumbent will be required to participate in the Railroad Retirement System. This position is located primarily at the Journal Square Transportation Center.

Responsibilities

• Expanded processing, distributing of formal employee notices (e.g., TD Notices, Notices of Investigation, Waivers, Hearing Decisions, and Time Claims), including multi-party distribution requirements (employee, union representatives, designated staff), certified mail coordination, and controlled filing into employee records.
• Records management and compliance, including maintaining employee files and correspondence files that support labor-related and operational documentation requirements.
• Communications support across internal and external stakeholders, including routine responses, receptionist functions, and coordination across shifts to ensure continuity.
• Recurring operational and safety documentation deliverables, including producing and distributing weekly weekend recap minutes and monthly safety meeting minutes for Superintendent-level review.
• Record retention pertaining to various Division subjects and correspondence files;
• Requisitioning and Receiving in SAP;
• coordinating and scheduling meetings;
• serving as receptionist, receive and make telephone calls to give or obtain information and answer inquiries; in addition to responding to requests from internal and external sources;
• inputting information and data into databases and/or spreadsheets;
• assisting other clerical staff in related work duties to meet deadlines.

Qualifications

• Demonstrated success in an administrative or secretarial role handling sensitive and confidential matters.
• Applicants being considered must pass an Administrative Testing Series (ATS) exam prior to being interviewed.
• Demonstrated extensive knowledge and strong proficiency with Microsoft 365 Office Suite software products including Word, Excel, PowerPoint and Outlook.
• High School Diploma or Equivalent.
• Desired Qualifications:
• Thorough and comprehensive knowledge of PA policies and Port Authority organizational structure, its policies, and procedures as they relate to staff and administrative functions.
• Excellent organizational skills with demonstrated ability to effectively adapt to shifting priorities, exercise independent judgement, prioritize work assignments, handle multiple tasks simultaneously with minimal instruction and supervision and consistently meet tight deadlines under minimal supervision.
• Effective written communication skills with demonstrated ability to independently compose, edit, and proofread correspondence for supervisory signature.
• Working knowledge of MS Office Suites (Word, Excel, Outlook, etc.), PeopleSoft, SAP, and ADTRAV Travel applications.
• Excellent interpersonal skills with the ability to interact with staff at all levels both within and outside the Port Authority.
• Demonstrated ability to take initiative, independently perform complex secretarial/administrative functions to be delivered accurately and in a timely and competent manner.

Skills

The Port Authority of New York & New Jersey anticipates that the actual salary offered to a successful candidate will depend on aspects such as experience, knowledge, skills, abilities, and internal factors. The expected compensation range for this role is: Minimum: $50,128 Midpoint: $65,158 Maximum: $80,184

In accordance with Port Authority policy, this position permits employees to work remotely a maximum of one day per week, subject to operational and business needs.

How to Apply

Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume.

About PATH

The Port Authority Trans Hudson Corporation (PATH), an FRA-regulated commuter railroad, is the primary transit link between Manhattan and New Jersey communities and suburban commuter railroads. Carrying over 75 million passengers per year, PATH trains run 24 hours a day, seven days a week, one of the few 24-hour systems in the world. Since the early 20th Century, PATH and its predecessor, the Hudson & Manhattan Railroad, have carried passengers between New Jersey and points in Midtown and Lower Manhattan, serving as a key link in the region's transportation network and as a catalyst for continued residential, commercial and employment growth. PATH operates 24 hours per day/7 days per week/365 days per year. Employees are required to work weekends, holidays, atypical hours (evening and midnight shifts) and during inclement weather conditions. Incumbents may be subjected to mandatory overtime at the beginning or end of their scheduled tour, or on their days off. A union seniority system dictates work schedules for jobs represented by one of PATH’s unions, and time off may not be immediately available during the usual summer and holiday periods.

Working Conditions

Working conditions will be challenging, including but not limited to inclement weather, direct contact with the public, in tunnel and outside areas during active train service, and an industrial environment. Commitment to attendance is expected and required.

Equal Opportunity Employer

The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer. It is the Port Authority’s policy, in accordance with the Americans with Disabilities Act (ADA) and other applicable laws, to provide reasonable accommodations to qualified persons with disabilities who are employees or applicants for employment and who request the Port Authority do so, unless providing the requested accommodation would result in an undue hardship to the Port Authority. Job applicants may request a reasonable accommodation (1) if they claim a disability is affecting the interview process, or (2) to ensure that if they are selected for a position, they can perform the essential job functions. To submit a request, please contact the recruiter or email the Human Resources Department’s Disability Accommodation Coordinator at [email protected]. The Port Authority will treat any request for Reasonable Accommodation by a job applicant confidentially.