Confidential Secretary I

Confidential Secretary

This position provides confidential administrative and executive support to the Assistant Chief Officer (ACO), ensuring efficient operation of the office and accurate management of the group's monthly reporting functions. The incumbent will handle sensitive information, coordinate communications, and support organizational tracking of documents and proper assignment of ACO tasks to Managerial staff.

Responsibilities include, but are not limited to :

• Providing confidential administrative support to the ACO and the ACO office; managing calendars, prioritizing communications, and maintaining secure files and records.
• Serving as the primary point of contact for internal and external inquiries; telephone calls, emails, and visitors; routing and tracking follow-ups to closure.
• Drafting, formatting, proofreading, and distributing correspondence, memoranda, meeting minutes, and executive presentations; ensuring accuracy and professional quality.
• Capital Project Design database input, tracking distribution back to Capital Development and reporting progress.
• Coordinating monthly open job numbers report for the group : maintaining the master list updating opening new / closing old and distributing to the current to staff.
• Preparing agendas, materials, and logistics for leadership and cross-department meetings; capturing action items and monitoring deadlines.
• Supporting onboarding and off-boarding processes of personnel for administrative functions, providing building access and supply / service requests.
• Monitoring key ACO office priorities and recurring deliverables; providing weekly status snapshots and month-end summaries to the ACO.
• Upholding confidentiality, discretion, and compliance with NYCT / MTA policies and procedures at all times.

Education and Experience : A high school diploma or a GED equivalent and (3) three years of satisfactory full-time experience performing secretarial duties or a satisfactory equivalent of combined education and experience requirements.

Desired Skills :

Selection Method : Based on evaluation of education, skills, experience and interview. All selected candidates will be subject to a full background investigation that includes employment and education. Discrepancies may lead to dismissal.

Other Information : Appointment may be at a comparable level to current level of selected candidate. As an employee of MTA NYC Transit you may be required to complete an annual financial disclosure statement with the state of New York, if your position earns more than $101,379 (this is subject to change) per year or if the position is designated as a policy maker.

How to Apply : Qualified applicants can submit an online application by clicking on the 'APPLY NOW' button from either the CAREERS page or from the JOB DESCRIPTION page. If you have previously applied online for other positions, enter your User Name and Password. If it is your first registration, click on the CLICK HERE TO REGISTER hyperlink and enter a User Name and Password; then click on the REGISTER button.

Equal Employment Opportunity : MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including with respect to veteran status and individuals with disabilities. The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.