EEO Secretarial Assistant

City of New York • New York City, NY

3d • Onsite

About The Position

Under supervision, with some latitude for independent judgment, performs moderately difficult secretarial and typing duties. This role involves supporting EEO staff, attorneys, and other professional staff with a variety of administrative, secretarial, and legal support tasks. The position requires proficiency in computer software applications, excellent organizational skills, and the ability to handle sensitive information with discretion. The role may also involve training and supervising other staff members.

Requirements

• Ability to type at a minimum rate of 55 words per minute.
• For assignments requiring stenographic skills, candidates must also have the ability to take legal dictation.
• For certain assignments, individuals may be required to have higher typing and stenographic skills.
• An associate degree from an accredited college including or supplemented by 12 semester credits in secretarial science, word processing, office automation and/or office technology; OR
• An associate degree from an accredited college, and either one year of satisfactory full-time professional general secretarial experience or six months of satisfactory full-time professional legal secretarial experience; OR
• A four-year high school diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization, and either two years of satisfactory full-time professional general secretarial experience or one year of satisfactory full-time professional legal secretarial experience; OR
• Education and/or experience equivalent to the above.
• Satisfactory completion of a one year specialized training program in secretarial science, word processing, office automation and/or office technology, or completion of 30 semester credits from an accredited college, including 12 semester credits in secretarial science, word processing, office automation and/or office technology may be substituted for one year of full-time general secretarial experience or six months of full-time legal secretarial experience.
• All candidates must possess a four-year high school diploma or its educational equivalent.

Nice To Haves

• Some of the physical activities performed and environmental conditions experienced include lifting and carrying boxes and files; climbing stairs; and possible travel to other agency offices throughout the City.

Responsibilities

• Types briefs, memoranda, correspondence, legal documents, and statistical reports utilizing computer software applications.
• Proofreads legal briefs, reports, documents, and other material.
• Answers phones, places and screens calls, and transmits information for EEO staff, attorneys, and other professional staff.
• Manages EEO appointments, calls, meetings, and room reservations.
• Prepares Diversity & Inclusion Quarterly Reports, Memos, and Monthly Reports.
• Works closely with DCAS, OCEI, and EEO staff to reconcile training completion numbers and follow up with employees.
• Drafts emails and correspondence to notify staff of training requirements.
• Works closely with EEO to create, maintain, and distribute Language Access, Domestic Violence, Sexual Harassment, Disability, Accessibility, and Wellness resources.
• Assists EEO staff with audits, EEO, and Local Law compliance.
• May transcribe from various media sources.
• May take dictation and transcribe notes.
• May serve as a secretary, as assigned.
• May assist in training staff.
• May perform other related clerical work, including data entry.
• Works with EEO team to create, archive, and organize EEO files.
• Assists EEO staff with virtual and in-person presentations.
• Creates and updates Citywide Equal Employment Database System (CEEDS) entries.
• Sends various forms of correspondence to recipients.
• Maintains payroll related documents.
• Maintains extensive files and records containing EEO related matter, legal, and other pertinent documents.
• May supervise staff.
• May assist in the development of office procedures.
• May take complex legal dictation and transcribe notes to typed documents.
• Assists attorneys with word processing (including formatting legal and non-legal documents), drafting correspondence and/or Office forms, typing, copying, and preparing documents in Word, PowerPoint, Excel, Outlook, and other related software programs.
• Handles miscellaneous projects as needed.
• Formulates reports for a division or unit of an agency.
• Tracks correspondence and requests for action forwarded to staff.
• Coordinates meetings for EEO staff and/or high-level officials.
• May train and supervise staff in the performance of administrative functions and computer software applications.
• Drafts correspondence.
• Utilizes computer applications to track results of high-profile cases.
• Creates charts and graphs to assist in the visualization of case-related information.
• Assists in the preparation of high-profile cases assigned to executive or other high-level staff.
• May conduct research using a library or a computerized legal research system.

Benefits

• The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree