Clerical Associate

City of New York•New York City, NY

5d•Onsite

About The Position

The NYC Law Department is seeking qualified candidates that are either permanent in the Clerical Associate title or reachable on the list for a level 3 position across various divisions. The Family Court Division is seeking a candidate to fill the position of Clerical Associate in the Juvenile Delinquency unit. Under supervision, with latitude for independent judgement, the selected candidate will be responsible for the day-to-day functioning of the borough office operations. The Labor and Employment Division, General Litigation Division, Special Federal Litigation Division, and Operations Division are also seeking candidates for Clerical Associate positions. The Operations Division provides essential legal support outputs that enable attorneys and support professionals to work efficiently and confidently. This includes handling legal papers; creating, refining, and reproducing documents; managing data and electronic filings; delivering and serving materials; and supporting daily court activity. The Division also dedicates sustained attention to strengthening its methods, assessing workflows, and enhancing the practices and tools that underpin consistent, high quality service to the Department and the public it serves.

Requirements

Permanent in the Clerical Associate title or reachable on the list for a level 3 position
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization
One year of satisfactory clerical experience.
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.
Expertise in applicable data entry and Microsoft Office applications is required.

Nice To Haves

Excellent written and oral communication skills
Ability to multi-task with flexibility and efficiency while achieving required productivity levels.

Responsibilities

Perform citywide data entry and data entry review for cases pending in Family Court
General receptionist duties which may involve dealing with members of the public and outside agencies
Maintain filing system; shredding and copying
Conducting internet searches; preparing charts and graphs
Retrieving information from computer systems including Lexis, Law Manager, OCA database, etc.
Creating and mailing correspondence
Reviewing and preparing documents
Filing
Opening and sorting mail for distribution
Answering phones and relaying messages
Scheduling appointments
Other special projects as needed
Maintain the supply room and order supplies as needed.
Assist in keeping the Central File room organized
Route and deliver mail to Division lawyers
Work with the paralegal supervisor to maintain reassigned case files to another attorney
Transfer case files from office after an ACC departs and provide the list of those cases to the paralegal supervisor
Archive cases and update the archive case spreadsheet required by facilities
Obtain skills in Law Manger such as searching for ACC and case information.
Update Law Manager by entering dispositions and archive file information. Keep record of archive disposition worksheets.
Providing general clerical assistance to the division
Mail sorting
Fax handling
Archiving
Reviewing and cataloging video and audio materials
Organizing files and tracking of settlement paperwork.
Handling legal papers
Creating, refining, and reproducing documents
Managing data and electronic filings
Delivering and serving materials
Supporting daily court activity
Walking or using public transportation to pick-up, deliver, serve and/or file legal documents and files throughout the boroughs.
Maintain extensive and detailed automated logs.
Supervise and instruct a small unit engaged in clerical activities; plan, assign, and review the work of subordinates; and serve as primary assistant to a supervisor of a section or unit, as operationally required.
Responsible for the intake, logging, routing, and docketing of a diverse legal documents and requests
Process requests received electronically, verbally, and written
Perform data entry into in Law Department database and update various document types for multiple legal divisions.
Assist in daily processing of critical time sensitive documents
Receive documents served on the city at our Service Window
Pick-up and/or deliver items
File and/or serve legal documents
Sort mail based on type and perform multi-level sorts
Work with mail equipment and various package vendors systems for mail processing
Scan or photocopy litigation documents and files
Cross train in various areas within the Division