Senior Executive Secretary

Responsibilities

• Takes, transcribes, and summarizes all notes of meetings and discussions.
• Type all necessary correspondence for the department.
• Maintain basic financial reports, monitor expenses.
• Answer phones, answer questions from others outside the department, or refer them to the proper party.
• Screens calls, supply general information.
• Maintains a clean office area, sets up departmental filing system, logs correspondence, performs copy work, greets visitors to the department and refers them to proper individuals.
• Provides clear written and oral direction to other clerical–administrative support staff.
• Prepares all necessary materials for others in the department for meetings, discussions, and public presentations.
• Schedule meetings, gather data for reports, maintain calendars, prepare vouchers, purchase requisitions, and other related documents.
• Arranges all travel arrangements for department personnel and may monitor departmental budget.
• May be required to perform basic PC skills, and develop and maintain basic databases of both PC and manual nature.
• Maintains organizational charts for the department and assists in general paperwork for the department.
• Orders supplies for department, track invoices and related items.

Requirements

Working knowledge and proficiency with Microsoft Office Suite or similar applications, including Outlook, Word, Excel, and PowerPoint, with the ability to maintain basic databases.

Command of written and spoken English.

Strong organizational skills.

Basic knowledge of record management (files, logging, retrieving, follow-up systems, etc.).

Knowledge of technical terminology relevant to the department assigned.

Ability to compose memos and correspondence.

Ability to transcribe and summarize notes, minutes, etc.

Excellent telephone skills.

Willingness to be a team player in all aspects of the departmental operations.

Qualifications

A minimum of a High School education plus a minimum of four years of secretarial experience.

Or an AAS degree plus a minimum of two years of experience, or a BA degree plus one year of experience.

Must have a full understanding of MTA-HQ departments, and a basic understanding of the role of the MTA and its public.

Skills

Knowledge of all basic office equipment.

Benefits

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”).

Pay

Step 1: $59,577
Step 2: $63,301
Step 3: $67,024
Step 4: $70,748
Step 5: $70,748

Schedule

Full-time, Monday through Friday, 9:00 am - 5:30 pm (7.5 hours/day) or as required.