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SalaryMove forward with us! At NJ TRANSIT, you'll join us in transforming the third-largest transportation agency in North America. We are committed to delivering safe, reliable service that gets our customers to their destinations on time and we’re looking to hire talented folks with a love of learning to make it all possible.
Summary:
Provides administrative, professional and confidential support for the Investigative/ Background Unit of the Police Department, which includes but not limited to; maintaining official records, preparing legal notices, and composition of correspondence and reports. PLEASE SUBMIT RESUME WHEN APPLYING
Roles and Responsibilities:
- Communicates supervisor's instructions or desires to various individuals and/or departments and furnishes and obtains information from other principals.
- Receives and screens telephone calls, letters, and/or visitors. Answers routine questions and furnishes information to save supervisor's time.
- Schedules appointments and manages an active calendar for meetings, conferences, and travel appointments.
- Organizes and maintains files of supervisor's correspondence and records, following up on pending matters.
- Creates and updates vacation calendar for the command. Creates weekly overtime recap folder and updates and sends it the Chiefs office.
- Transcribes dictation as appropriate, often of a highly technical and/or confidential nature.
- Routes or answers routine correspondence not requiring supervisor's attention.
- Prepares routine letters and memoranda for supervisor's signature.
- Prepares special reports, gathering and summarizing data.
- Prepares complex correspondence, reports, and presentations often using the most advanced office technology including, graphics and spreadsheets.
- Organizes. expedites flow of work through supervisor's office. Initiates follow-up action.
- Has regular contact with civilian complaints and creates close out letters, acknowledgement letters and subject letters.
- Orders, maintains, and controls the distribution of office supply inventory for command.
- Schedule equipment repair and replace.
- Processes payroll shortages.
- Makes copies of departments case files to include recordings, in addition to archiving folders.
- Maintain an Excel database for subpoenas received.
- Pick up mails and send out certified letters.
- Performs other tasks that may be asked or directed by Chief of Police
Education, Experience, and Qualifications:
- High school diploma or equivalent.
- Completion of a formal secretarial training program.
- Four (4) or more years of applied executive secretarial experience, with a progression of reporting to higher levels of management.
- Must have experience in confidential administrative support work.
- Must be able to effectively communicate verbally and in writing, while maintaining professionalism and preserve confidentiality of highly classified and sensitive information.
- Must have the ability to work with a sense of urgency, and to independently resolve administrative conflicts as needed.
- Must have thorough knowledge of office practices and ability to prepare effective correspondences.
- Must have the ability to multi- task in a fast-paced environment with strong attention to detail, accuracy, and organizational skills.
- Must be able to pass a police background.
Knowledge and Skills:
- Proficiency in using Microsoft Office Suite applications required i.e., Microsoft Excel, Word, PowerPoint and Outlook
- Experience in the legal or local court process a plus
- General knowledge of police work and procedures a plus
- Preparation of P-card transaction log and Kronos experience a plus
Working Environment:
- Hybrid position working 3 days in the office and 2 days from home.
Physical Demands:
- Must be able to lift 25 pounds.
At NJ Transit you will enjoy a competitive salary and excellent benefits package:
- Comprehensive Family Health Insurance – Medical, Prescription, Dental, Vision
- Flexible Spending Account
- Life Insurance
- Paid Leave
- Tuition Assistance
- Commuter benefits
- 401(a), 401(b), 401(k) Retirement Plans – up to 9% employer contribution
At NJ TRANSIT, diversity and inclusivity are vital to our success as are committed to hiring individuals from diverse backgrounds, experiences, abilities, and veteran status. As an Equal Opportunity Employer, we encourage all qualified applicants to apply and join our team.
