EEO Secretarial Assistant
About The Position
Under supervision, with some latitude for independent judgement, performs moderately difficult secretarial and typing duties. Performs tasks such as the following: - 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 screen calls, and transmits information for EEO staff, attorneys and other professional staff. - Manage EEO appointments, calls, meetings and room reservations. - Prepare Diversity & Inclusion Quarterly Reports, Memos and Monthly Reports. - Work closely with DCAS, OCEI and EEO staff to reconcile training completion numbers and follow up with employees. - Draft emails and correspondence to notify staff of training requirements. - Work closely with EEO to create, maintain and distribute Language Access, Domestic Violence, Sexual Harassment, Disability, Accessibility, and Wellness resources. - Assist 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, but not limited to data entry. - Work with EEO team to create, archive, and organize EEO files. - Assist EEO staff with virtual and in-person presentations. - Create and update 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. - Assist 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. - Handle miscellaneous projects as needed. - 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. - 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.
Requirements
- 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 "1", "2" or "3" 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. However, all candidates must possess a four-year high school diploma or its educational equivalent.
- 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.
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 screen calls, and transmits information for EEO staff, attorneys and other professional staff.
- Manage EEO appointments, calls, meetings and room reservations.
- Prepare Diversity & Inclusion Quarterly Reports, Memos and Monthly Reports.
- Work closely with DCAS, OCEI and EEO staff to reconcile training completion numbers and follow up with employees.
- Draft emails and correspondence to notify staff of training requirements.
- Work closely with EEO to create, maintain and distribute Language Access, Domestic Violence, Sexual Harassment, Disability, Accessibility, and Wellness resources.
- Assist EEO staff with audits, EEO and Local Law compliance.
- Transcribe from various media sources.
- Take dictation and transcribe notes.
- Serve as a secretary, as assigned.
- Assist in training staff.
- Perform other related clerical work, including, but not limited to data entry.
- Work with EEO team to create, archive, and organize EEO files.
- Assist EEO staff with virtual and in-person presentations.
- Create and update Citywide Equal Employment Database System (CEEDS) entries.
- Send various forms of correspondence to recipients.
- Maintain payroll related documents.
- Maintain extensive files and records containing EEO related matter, legal and other pertinent documents.
- Supervise staff.
- Assist in the development of office procedures.
- Take complex legal dictation and transcribe notes to typed documents.
- Assist 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.
- Handle miscellaneous projects as needed.
- Formulate reports for a division or unit of an agency.
- Track correspondence and requests for action forwarded to staff.
- Coordinate meetings for EEO staff and/or high level officials.
- Train and supervise staff in the performance of administrative functions and computer software applications.
- Draft correspondence.
- Utilize computer applications to track results of high profile cases.
- Create charts and graphs to assist in the visualization of case-related information.
- Assist in the preparation of high profile cases assigned to executive or other high level staff.
- Conduct research using a library or a computerized legal research system.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
