What are the responsibilities and job description for the Administrative Secretary, PATH position at The Port Authority of New York & New Jersey?
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
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.
Skills
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.
How To Apply
Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications.
Only applicants under consideration will be contacted.
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 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.
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.
- 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
- 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.
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.
Skills
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.
How To Apply
Interested candidates should apply to this job by clicking on the "Apply Now" button and submitting a resume. The Port Authority of NY & NJ welcomes veteran and military spouse applications.
Only applicants under consideration will be contacted.
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 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.
Salary : $50,128 - $80,184