Key responsibilities include, but are not limited to:
This is a long-term contract position. The hours of the position are flexible, to start between 8 and 9 am. This is a hybrid assignment requiring a minimum of 3 days per week in the office.
The role is a front-line representative of the Labor Relations Department team and supports all functions and activities of Labor Relations personnel. The incumbent will also provide ongoing administrative support to all Labor Relations personnel and more specifically, the Chief Negotiator.
- Phone coverage and some scheduling for the Chief Negotiator
- Scheduling negotiation sessions
- Maintains main department calendar listing scheduled grievance, Improper Practice and discipline hearings, meetings with union representatives onsite/offsite, vacations and time out of the office.
- Prepares and Greet visitors to the organization in a professional, welcoming, and helpful manner.
- Provide support to Labor Relations Team on the following activities:
- Coordinate excused time requests for union representatives for negotiations, witness requests, grievances, and IPs
- Prepare and distribute authorization and settlement memos for contractual payments to unions and follow up to completion
- Proofread and review documents prior to distribution
- Assist in the preparation and distribution of all mailings emanating from the Labor Relations Department, including NOI’s and Charges, grievance responses, etc.
- Properly label and file (electronically) relevant LRD documents in LRD drive and/or Livelink, etc.
- Open and close matters in PeopleSoft and Law Manager and upload/save all relevant documents
- Review arbitrator invoices; forward to appropriate Law department attorney for approval; forward to appropriate department for payment; follow up until payment has been processed by Comptrollers
- Assist in scheduling of grievance and disciplinary hearings by maintaining and updating shared calendar, reserve hearing locations; prepare and distribute hearing notices per contractual requirements; scheduling of court reporters
- Prepare quarterly docket letter assignments for PBA
- Assist in disciplinary checks for Police Academy Training Opportunities
- Assemble necessary information and compile biweekly union dues deduction change report
- Mailing certified documents in a timely manner
- Assist in ordering and monitoring inventory
Candidates must present the following qualifications to be considered eligible for this position:
- Minimum of 4 years progressively responsible administrative experience; previous experience in a legal and/or labor relations environment is highly preferred
- Exceptional written and oral communication skills and attention to detail
Ideal candidates will present the following profile:
- 4+ years of administrative experience supporting senior level management in the private or public sectors.
- Must be highly-organized, detail-oriented, and proactive.
- Must have exceptional judgement and discretion.
- Must have ability to anticipate needs and issues and act accordingly.
- Must have ability to change focus of work seamlessly without loss of efficiency, adapt to unexpected requests and manage multiple and competing priorities.
- Proven track record of supporting senior leaders.
- Ability to manage workload in a fast-paced and high-intensity work environment.
- High proficiency and comfort using Microsoft Office suite (Outlook, Word, Excel, PowerPoint SAP Applications),
- General familiarity with or willingness to learn various cloud document sharing applications (e.g. LiveLink)
- Must have strong time management, interpersonal and problem-solving skills.
- Must display professional maturity and have ability to support and interact with all levels of management.
- Must be familiar with business technology including but not limited to web conferencing, SAP, PeopleSoft.
How to Apply:
Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a combined cover letter and resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications.
Only applicants under consideration will be contacted.
About The Port Authority:
Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than twenty three billion in annual wages and eighty billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere.
Equal Opportunity Employer
The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer.