Legal Coordinator

City of New York•New York City, NY

About The Position

APPLICANTS MUST BE PERMANENT IN THE CLERICAL ASSOCIATE CIVIL SERVICE TITLE OR BE PERMANENT IN AN ELIGIBLE COMPARABLE TITLE. The NYC Department of Probation (DOP) is a world leader in working creatively and effectively engaging with people under court-mandated community supervision. Through innovative partnerships with people and organizations throughout New York City, DOP provides opportunities for those on probation to access services and opportunities that positively impact their life trajectory. Following the best current data on what works, staff at DOP engage in meaningful relationships with those on probation to enhance community safety and decrease recidivism. The NYC Department of Probation (DOP) is seeking a highly organized, proactive, and resourceful Legal Coordinator to support the Investigations and Trials Unit. Duties include, but are not limited to, the following: Administrative Support - Handle all incoming and outgoing mail, including DDLs, correspondence, and appeals. - Answer and manage incoming phone calls in a professional and timely manner. - Maintain office supply inventory and place orders as needed, including toner and other essentials. - Submit book requisitions through Procurement and keep the office library current and organized. - Order Legal Books for the entire Department Data Entry & Recordkeeping - Enter case and matter information into Time Matters for attorneys. (Pull relevant documents from CE/OCA) - Create and organize physical and digital folders for attorneys as needed. - Maintain and update VOP statistics bi-weekly for submission to the Commissioner. - Gather and consolidate VOP data from borough staff into a centralized citywide chart. - Send reminder emails to staff to ensure timely updates of required data. - Enter Advocate cases for attorneys and update the SharePoint Excel document that tracks all Advocate cases. Communications & Coordination - Send bi-weekly reminder emails to staff regarding updates for the BLA PowerPoint. - Update and maintain the BLA PowerPoint presentation regularly. - Collaborate with team members to troubleshoot formatting and document issues. - Draft and distribute meeting minutes for various meetings. Staff Onboarding & IT Coordination - Assist with onboarding of new staff members, including notifying IT for account setup and access. - Ensure new staff are properly equipped and integrated into office systems and processes. Document Management & Internal Updates - Maintain and update the GC (General Counsel) phone roster as needed and distribute to all staff. - Regularly update the department’s organizational chart to reflect staffing changes. - Update emergency contact form. - Additional Berau of Legal Affair projects for the unit as needed. Maximum salary not guaranteed. CLERICAL ASSOCIATE - 10251

Requirements

APPLICANTS MUST BE PERMANENT IN THE CLERICAL ASSOCIATE CIVIL SERVICE TITLE OR BE PERMANENT IN AN ELIGIBLE COMPARABLE TITLE.
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

Responsibilities

Handle all incoming and outgoing mail, including DDLs, correspondence, and appeals.
Answer and manage incoming phone calls in a professional and timely manner.
Maintain office supply inventory and place orders as needed, including toner and other essentials.
Submit book requisitions through Procurement and keep the office library current and organized.
Order Legal Books for the entire Department
Enter case and matter information into Time Matters for attorneys. (Pull relevant documents from CE/OCA)
Create and organize physical and digital folders for attorneys as needed.
Maintain and update VOP statistics bi-weekly for submission to the Commissioner.
Gather and consolidate VOP data from borough staff into a centralized citywide chart.
Send reminder emails to staff to ensure timely updates of required data.
Enter Advocate cases for attorneys and update the SharePoint Excel document that tracks all Advocate cases.
Send bi-weekly reminder emails to staff regarding updates for the BLA PowerPoint.
Update and maintain the BLA PowerPoint presentation regularly.
Collaborate with team members to troubleshoot formatting and document issues.
Draft and distribute meeting minutes for various meetings.
Assist with onboarding of new staff members, including notifying IT for account setup and access.
Ensure new staff are properly equipped and integrated into office systems and processes.
Maintain and update the GC (General Counsel) phone roster as needed and distribute to all staff.
Regularly update the department’s organizational chart to reflect staffing changes.
Update emergency contact form.
Additional Berau of Legal Affair projects for the unit as needed.