Port Authority of New York & New Jersey

Description

Position at The Port Authority of NY & NJ

About the Role

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 Deputy Director/Chief Negotiator of the Labor Relations Department.

This is a long-term contract position. The hours of the position are flexible, to start between 8 and 9 am and would work five days per week in our offices in Jersey City, NJ.

Responsibilities

Key responsibilities include, but are not limited to:

• Greet visitors to the organization in a professional, welcoming, and helpful manner, including handling visitor requests, catering, and scheduling
• Phone coverage and some scheduling for the Deputy Director/Chief Negotiator
• Schedule negotiation sessions
• Maintain main department calendar listing scheduled grievance, Improper Practice and discipline hearings, meetings with union representatives onsite/offsite, vacations and time out of the office.
• Manage the invoice processing function for the department including tracking and monitoring the flow of invoices to successful completion
• Provide support to Labor Relations Team on the following activities:
  • Coordinate and record 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
  • Properly compose, format, proofread and review documents prior to distribution
  • Properly label and file (electronically) relevant LRD documents in LRD drive and/or Livelink, etc.
  • Open and close matters in PeopleSoft and Law Manager as requested and upload/save all relevant documents
  • Produce matter reports as requested periodically
  • 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; schedule 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
  • Obtain and properly distribute Board of Commissioner meeting minutes to unions
• Other administrative and/or coordination functions to support the Labor Relations Department.

Minimum Qualifications

• Minimum of two years’ progressively responsible administrative experience; candidates with previous experience in a human resources, labor relations, law firm, or in a paralegal capacity are highly preferred
• Organized and high attention to detail
• Strong written and oral communication skills
• Proficiency in Microsoft Office suite (Word, Excel, Outlook, PowerPoint)