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Executive Secretary (Police Integrity Unit)

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Job ID: 61603
Department: Inspector General
Location: Hoboken, NJ

Description

Responsibilities:  

Under the supervision of the Executive Business Manager, this position supports the Assistant Director of the Police Integrity Division, as well as other Office of Inspector General senior staff. The selected candidate will provide a variety of administrative and duties requiring knowledge of general office functions.  Work is performed in accordance with established procedures supporting the Police Investigations Division (PID) including the Police Integrity Unit (PIU), Absence Control Unit (ACU) and the Civilian Complaint Investigations Unit (CCIU).  Some of the responsibilities are, but not limited to: coordination of all meetings and calendars using Outlook for the Assistant Director; serving as first point of contact for incoming calls to the Division including screening, referring and handling internal and external telephone calls, inquiries and complaints; reviewing and editing correspondence for the Assistant Director’s signature; managing and maintaining files and follow-up systems; preparing and processing expense documents; preparing authorization forms and memos; processing invoices, service entries and purchase orders in SAP and AVM and running reports as needed; perform all timekeeping functions for non-represented and represented staff; handling meeting conference room reservations. Serve as back up to the Senior Executive Secretary in support of the Inspector General and the Deputy Inspector General and performing general administrative tasks and special assignments in collaboration with the Business Managers and the Senior Executive Secretary.  

  • Serve as point of contact for incoming calls to the Division, including but not limited to the Civilian Complaint Hotline
  • Serve as receptionist for the PID
  • Distribute weekly activity reports for PID
  • Assist with scheduling Officer interviews and appointments
  • Maintain electronic and physical files on Officer allegations and determinations
  • Prepare case folders ensuring Officer details are accurate
  • Schedule Civilian Complaint Review Board (CCRB) meetings
  • Support HR and Public Safety by performing background checks on candidates for training, promotion, transfers and discipline
  • Assist in the preparation of case files for CCRB review
  • Prepare and distribute correspondence for PID
  • Prepare and distribute correspondence in relation to final determinations of CCRB reviews
  • Prepare reports, presentations, briefings, trainings, charts, graphs, and trends as requested
  • Provides any additional administrative support as requested by PID/OIG personnel to include copying, scanning, filing, and emailing confidential documents.
  • Ability to perform various clerical and administrative responsibilities
  • Interface with the Law Department, create case folders, and reproduce files for hearings as needed
  • Maintain office equipment
  • Order and maintain office supplies
  • Perform all Records Management responsibilities for the Division
  • Support other Office of Inspector General functions as directed by the Executive Business Manager

 

Qualifications:  

Candidates must present the following qualifications to be considered eligible for this position:  

  • Applicants must currently have five years full-time paid secretarial experience with three years at or above the level of Administrative Secretary.
  • Superior interpersonal skills including experience interacting effectively with all levels of internal staff and external professionals.
  • Working knowledge of ADTRAV, SAP and AVM, or similar expense processing system
  • Thorough knowledge of Peoplesoft and PA administrative and timekeeping policies and procedures
  • Proficiency with Microsoft applications: Outlook, Word, Excel, and PowerPoint
  • Extensive knowledge of Port Authority organizational structure, policies and procedures.

 

Desired  

Ideal candidates will present the following profile:  

  • Demonstrated experience dealing with sensitive and confidential material.
  • Use discretion, confidentiality, and good judgement to handle C-Level matters.
  • Represent the agency and the Executive in a positive light through great follow-through skills and sound judgement.
  • Ability to effectively manage active executive calendars
  • Demonstrated ability to write, proofread, and edit correspondence for executive management’s signature.
  • Understanding of agency board process and working knowledge of proper preparation of briefing binder.
  • Experience in interacting effectively with all levels of internal staff and external professionals.
  • Demonstrated ability to plan, prioritize and anticipate the informational needs the Assistant Director.
  • Self-starter with demonstrated ability to initiate activities and projects with little or no supervision.
  • Excellent oral and written communication skills.
  • Excellent time management skills with a proven ability to meet deadlines.
  • Strong telephone rapport and etiquette.
  • Ability to be flexible and multi-task effectively and simultaneously.
  • Ability to function well in a high paced and at times stressful environment.
  • Knowledge of the PA records maintenance and retention practices.
  • Demonstrated ability to take initiative, work independently and use good judgment.

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.

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