Legal Secretarial Assistant to Division Chief- Special Federal Litigation Division

City of New York•New York, NY

16h•$60,571 - $104,239•Onsite

About The Position

The Special Federal Litigation Division handles significant constitutional and policy-related issues, involving novel and high-profile questions of federal law. The Division Chief Secretary is integral to the daily functioning of the Special Federal Litigation Division and while the primary responsibilities of the position are set forth below, the ideal candidate must possess the ability to pivot in order to fulfill the changing needs of the Division. The Division Chief Secretary position requires the highest level of discretion, professionalism, and adherence to the rules of confidentiality.

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.
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.

Nice To Haves

Ability to pivot in order to fulfill the changing needs of the Division
Highest level of discretion, professionalism, and adherence to the rules of confidentiality

Responsibilities

Maintaining the calendar of the Division Chief and/or Deputy Division Chiefs
Typing, formatting, copying, and editing confidential complex documents
Preparation of PowerPoint presentations
Timely completion of correspondence and communications with Executive staff, client agencies, and the judiciary
Transcribing and summarizing documents
Creating and maintaining weekly and monthly Division reports
Auditing physical case files for archiving
Performing receptionist duties for the Division
Maintaining Division conference rooms including booking them
Conferring with Facilities to book conference rooms for weekly Division meetings and ensuring proper room set up
Organizing remote access to meetings, including weekly Division meetings
Supervision of special projects, including, but not limited to, overtime projects
Disseminating information to staff as directed and following up on assignments
Maintaining and distributing the office phone lists and personnel roster
Ensuring suitability of vacated offices and workstations, including conferring with Facilities regarding cleaning and repairs as necessary
Daily checks of Division printers, copiers and shredders for operability
Interfacing with potential candidates regarding scheduling interviews, obtaining documents, and conducting reference checks
Timely completion of Staff Actions and Eforms, and onboarding of new employees
Act as Division training liaison, including coordinating trainings for members of the Division and tracking mandatory Law Departmentwide trainings to ensure Division compliance