Executive Administrative Assistant
Interested candidates must apply to the Executive Administrative Assistant posting by visiting careers.paturnpike.com by June 15, 2023.
Posting Start Date: June 1, 2023
Posting End Date: June 15, 2023
Position Number: 80000033
Union: Non-Union
FLSA Status: Salaried Non Exempt
Department: Traffic Engineering and Operations
Salary Grade: N-13
Salary Range: $52,499.20 – $78,769.60
Employment Type: Full Time
Building Location: TIP Building (Operations Center)
Building Street: 2850 Turnpike Industrial Drive
Building City: Middletown
Building State: Pennsylvania (US-PA)
Building Zip Code: 17057
Work Schedule: Flexible Work Options
The Commission values its team members and understands the importance of work/life balance to the health, well-being and productivity of its team. Therefore, this position may be eligible for Flexible Work Options* such as:
Hybrid Work – combination of remote and in-person reporting
Alternate Work Schedule – flexibility to adjust work schedule length to complete work week in fewer days
*Some options may require completion of probationary period. The Commission requires all employees to establish PA residency within 6 months of hire and to maintain PA residency, regardless of Flexible Work Options.
The Pennsylvania Turnpike Commission, opened on October 1, 1940, is known as “America’s First Superhighway”! Our mission is to operate a safe, reliable, customer-valued toll road system that supports national mobility and commerce. The PTC operates a 552-mile system used by 192 million vehicles a year. Together, we are building the highway of the future.
Job Purpose and Summary
This position is responsible for coordinating a variety of administrative duties and staff to provide support for a large unit/department of the Pennsylvania Turnpike Commission (PTC). Work includes coordinating programs, conducting research, analyzing data and preparing statistical reports. Works with confidential information and may have frequent interaction with executives, government officials and the general public. Work is generally performed independently and reviewed by a manager for direction and end results. Supervision or lead work may be exercised over lower level administrative and clerical staff.
Essential Functions & Responsibilities
May supervise or lead the day-to-day performance of lower level administrative staff including performance management, delegation of work assignments and review of work product.
Analyzes departmental operations, issues, policies and procedures. Prepares detailed reports and recommendations for changes. Familiarizes employees with policies, procedures and regulations and assists with implementation of changes when needed.
Coordinates and monitors department programs, projects and budgets as assigned. Coordinates activities with other departments to meet customer needs and maintain effective working relationships.
Prepares preliminary budgets including compiling data, monitoring budget expenditures and making recommendations. Generates various budget, fiscal and statistical reports.
Composes, reviews and approves correspondence, memoranda, presentation materials and various other documents to ensure accuracy and compliance with established policies and procedures. Researches and summarizes data to provide accurate information. Coordinates, formats, prints and distributes information.
Provides customer service and acts as a departmental representative with various internal and external customers, executives and other professionals. Handles difficult inquiries and situations directly or refers highly complex issues to the appropriate manager.
Provides training to interpret and familiarize employees with established policies, procedures and regulations. Communicates manager’s instructions to various individuals and departments.
Develops and implements procedures for expediting workflow to, from and through management to comply with deadlines and priorities.
Maintains automated systems and databases to update and track various types of data. Inputs and retrieves data from various computer software packages and systems by running reports, including ad-hoc reports and other queries. Provides technical assistance with computer applications within the work unit.
Participates in and conducts research projects, audits and inspections to provide information and recommendations.
Organizes and schedules meetings, conferences, calendars and travel arrangements. Coordinates ongoing and annual training with various PTC departments and outside agencies.
Performs administrative duties including distributing mail, ordering office supplies, filing, answering phones, etc.
Uses situational awareness to anticipate and prevent accidents.
Performs related duties as required.
Qualifications
Six (6) years of experience in varied administrative or office work.
OR
Two (2) years of experience in varied administrative or office work AND a bachelor’s degree in business administration or another related field. Equivalent combination of education and/or experience may be accepted.
Must demonstrate the ability to type a minimum of 40 wpm on a PTC administered test.
Competencies
Problem Solving/Analysis
Customer/Client Focused
Research Skills
Communication Proficiency
Reliability
Business Writing
Teamwork Orientation
Analytical Thinking
Time Management
Attention to Detail
Physical Demands and Work Environment
Position demands include frequent speaking, writing and reading reports. Position requires frequent work at a computer utilizing business programs and PTC specific operating systems. Position requires occasional travel and/or fieldwork with exposure to roadway traffic.
Office environment with low levels of noise, adequate lighting and comfortable temperature. Field environment may include exposure to moderately adverse and undesirable conditions. Physical environment is generally safe, but safety equipment or precautions must be followed in field conditions.
Benefits
The selected candidate will be offered an exceptional benefits package which includes comprehensive medical, dental, vision and prescription coverage, along with a benefit plan for retirement. In addition, leave programs, tuition reimbursement, employee assistance program, and alternative work schedules are available to employees.
The Pennsylvania Turnpike Commission is an equal opportunity employer. We value diversity and are committed to creating an inclusive environment for all employees. If you need assistance or an accommodation due to a disability, you may contact the Human Resources Department by calling 717-831-7378.
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