Job Description

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. Under the direct supervision of the Transportation Division's Superintendent, Assistant Superintendent and Senior Business Manager, the Administrative Secretary performs responsible for providing administrative, varied secretarial and clerical support for Division staff. The incumbent is responsible for matters of confidence, requiring demonstrated integrity.

Administrative and clerical support to a 24/7 division in processing and distribution of critical operational correspondence, employee-related notices, and administrative records. The role supports departmental objectives by improving continuity of communications across shifts, maintaining compliant documentation and filing practices, coordinating meetings and minutes that support safety and operational oversight, and ensuring effective SAP requisitioning and travel processing so that supervisory and field staff can remain focused on core transportation operations and service delivery.

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; serve 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; input information and data into databases and/or spreadsheets; assist other clerical staff in related work duties to meet deadlines.

Minimum 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.

Selection Process
The application process varies by position but typically includes an initial phone interview for qualified candidates, followed by a more in-depth interview(s) and/or assessment(s). Selected candidates who are made a conditional job offer will be asked to undergo a background check.

Compensation, Benefits & On-Site Collaboration Requirements
The Port Authority of New York and New Jersey offers a competitive benefits package and a professional environment that supports development and recognizes achievement. Click here for more information about benefits, our culture, and career development opportunities.

The Port Authority of New York and 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.