Paralegal Aide, Level 2

City of New York•New York City, NY

4d•Onsite

About The Position

The NYC Law Department is seeking qualified candidates that are either permanent in the Paralegal Aide title or reachable on the list for a level 2 position across various divisions. The positions involve assisting attorneys with various stages of legal proceedings, managing case files, conducting research, preparing legal documents, and performing administrative tasks. Specific duties vary by division, including but not limited to Labor and Employment Law, Commercial and Real Estate Litigation, Family Court, Executive Litigation and Policy, General Litigation, Environmental Law, Special Federal Litigation, and Legal Counsel.

Requirements

Permanent in the Paralegal Aide title or reachable on the list for a level 2 position.
A baccalaureate degree from an accredited college or university, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA); or
An associate degree or completion of 60 semester credits from an accredited college, accredited by regional, national, professional or specialized agencies recognized as accrediting bodies by the U.S. Secretary of Education and by the Council for Higher Education Accreditation (CHEA) and two years of full-time satisfactory experience, acquired in the United States, in the performance of paralegal (legal assistant) services; 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 four years of full-time satisfactory experience, acquired in the United States, in the performance of paralegal (legal assistant) services; or
A satisfactory combination of education and/or experience which is equivalent to "1", "2" or "3" above.
Paralegal Certification obtained in the United States from an accredited program or from a program approved by the American Bar Association can be substituted for 12 months of experience.
Undergraduate credit can be substituted for experience on the basis of 30 semester credits from an accredited college for 12 months of experience.
All candidates must have at least a four-year high school diploma or its educational equivalent approved by a State’s Department of Education or a recognized accrediting organization.
Experience in paralegal (legal assistant) services must have involved the American Legal System.
Experience which is primarily legal secretarial or includes only incidental paralegal (legal assistant) services is not acceptable.
Individuals must have one additional year of pertinent paralegal experience or have a baccalaureate degree in addition to the requirements listed above to be eligible for placement in Assignment Level II duties and pay of Paralegal Aide.

Nice To Haves

Highly organized, proactive, and collaborative.
Detail-oriented, adaptable, professional, and able to manage complex assignments with strong judgment and exceptional organizational skills.
Strong commitment to public service.
Ability to handle sensitive and confidential information with professionalism and discretion.
Excellent organizational, analytical, and problem-solving skills.
Ability to work independently while collaborating effectively.
Flexibility, responsiveness, and composure under pressure.
Strong interpersonal skills and the ability to communicate effectively with internal and external stakeholders.

Responsibilities

Organizing and indexing exhibits.
Preparing trial binders.
Managing document-intensive files.
Requesting files from outside agencies on an expedited basis.
Preparing and issuing subpoenas.
Composing correspondence and assisting with the discovery phase.
Assist attorneys with case investigations by, for example, locating witnesses and retrieving documents from Federal, State and City agencies.
Assist the Mortgage Foreclosure Unit in preparing answers, stipulations, court filings, maintain files and produce spreadsheets.
Provide support to attorneys during pre-trial, trial and post-trial phases.
Prepare trial exhibits.
Organize and manage voluminous litigation files in complex cases.
Assemble, serve and file court papers, which may involve appearance in court at calendar call.
Retrieve court decisions.
Perform administrative tasks, such as data entry/retrieval in Law Manager and Relativity, Digest deposition transcripts.
Conduct routine legal research.
Assist in preparation of correspondence and various legal documents, such as subpoenas, notices of entry, stipulations and notices of appearances.
Attend document inspections.
Manage discovery/caseload through various stages of legal proceedings or performs moderately difficult paralegal work.
Assists attorneys in the Family Court Intake Office with telephone inquiries, making copies of forms, rescheduling, address verifying; preparing, copying and filing of petitions, motions, orders family court minutes, orders 911 and other electronic recordings; escorts witnesses; picks up and distributes temporary orders of protections, subpoenas, warrants, probation referral forms, and dispositions.
Maintains case tracking using the LawManager program and notifies police officers, and chemists using the NYPD Appearance Control System.
Schedules appointments for witnesses to come in and give statement/sign release forms.
Opens files and determines what documents are needed to complete the file; drafts requests to secure these records; arranges for service of process; or transmits these requests once they have been executed and ensures that the evidence is received within the specified deadline.
Assists the staff attorneys in conducting preliminary warrant investigations and prepares warrant reports for filing in Court, documenting their efforts in this regard with the assistance of NYPD detectives.
Completes investigations to locate Respondents by using DMV records, LexisNexis/Lexis Advance and search engines.
Assists the staff attorneys in conducting legal research.
Assist attorneys with Notices of Entry, Notices of Appeal, Requests for Appellate Division Intervention and files these documents with the Court.
Assists with front desk coverage by answering the telephones and responding to inquiries using computer based programs such as LawManager, Child Support Management System (CSMS) and the Universal Case Management System (UCMS).
Field work may be required to locate witnesses, serve documents, or retrieve some type of evidence (i.e. hospital records, photographs, videos, criminal court paperwork, etc.)
Using Outlook, emails or informs attorneys by phone when witnesses, police officers or agency representatives arrive.
Keeps sufficient office supplies and new case files in the Intake Office.
Sort and distribute mail.
Retrieve, file and maintain the file room as needed.
According to a weekly schedule, archive files of overage respondents using Excel and labeling/boxing files for storage in the municipal warehouse.
Assist with complex litigation, including preparing exhibits, managing discovery materials, and coordinating court filings;
Maintain and organize case files, document repositories, litigation calendars, deadlines, and tracking systems;
Conduct legal and factual research using online research platforms, databases, public records, and government resources;
Assist with records management and information collection across multiple matters and agencies;
Track developments, deadlines, and deliverables across high-priority litigation and policy matters;
Support hearing, deposition, meeting, and trial preparation;
Assist in developing and maintaining organizational systems, workflows, and operational processes to support the Unit’s work;
Contribute to a collaborative, respectful, and high-performing team environment.
Drafting correspondence, subpoenas, and stipulations
Conducting research on internet as well as on law-related (Lexis/Westlaw) and court databases
Preparing spreadsheets containing information from documents and other sources
Assisting with discovery by requesting and obtaining documents from other agencies
Order transcripts from court reporters in State and Federal Court
Request Stenographer and Interpreter Services
Preparing documents for disclosure by reviewing, redacting and Bates stamping using Adobe and Relativity programs
Research and update case information using Law Manager, PACER, and State Court ECF
Reviewing, organizing, maintaining, and archiving case files
Preparing motion papers for service and filing
Preparing and processing settlement papers for payment
Field work entails visiting courts and agencies throughout the city to review and/or photocopy records.
Drafting, finalizing, filing and serving litigation papers (including electronically);
Tracking filing deadlines;
Drafting, organizing, tracking and updating agency document preservation letters;
Engaging in all aspects of discovery, from preparing and serving requests to working with others when reviewing, redacting and producing documents and privilege logs;
Data entry, including Bates stamping and photocopying;
Document formatting, including for electronic submission;
Reviewing environmental laws, regulations and agency protocols and working with Division colleagues on compliance matters;
Reviewing Notices of Violation and investigating and responding to allegations, including by assisting in settlement negotiations;
Researching property titles and deeds;
Preparing and submitting the Division's monthly reports;
Updating hard copies of rules and regulations in the Division's library;
Identifying court formatting and communication requirements.
Managing a large caseload from inception to conclusion of the cases.
Working closely with staff attorneys and representatives of other agencies in order to obtain documents and information.
Assisting attorneys in preparation for and during trial.
Requesting documents such as police, medical, employment and criminal records.
Conducting telephone and submitting written follow up requests when documents are not received.
Preparing legal documents such as subpoenas, releases, letters of request and settlement papers.
Performing data entry with use of some databases and programs such as LawManager and Summation.
May go to court or other agencies to request, obtain, submit or file documents.
Provides legal, legislative, records management, and administrative support to the Division.
Assists with tracking legislation, maintaining legal records and databases, supporting rulemaking activities, coordinating records retention matters, and managing legislative and historical files.
Track and maintain records of Executive Orders, Emergency Orders, local legislation, state legislation, and rulemaking activities.
Monitor legislation throughout the legislative process and maintain related records in the Division's document management system.
Assist attorneys with legislative review, bill tracking, preparation of comments and memoranda, and legislative amendments.
Maintain legal databases, legislative histories and records of amendments to local laws, the Charter, and Administrative Code.
Monitor litigation involving local laws and assist with legal research and document review.
Coordinate records retention and destruction requests, preparing recommendations for attorney review.
Organize, maintain, and digitize legal, legislative, and historical records.
Prepare reports, maintain tracking systems, and assist with special projects.
Schedule meetings, prepare supporting materials, and provide general administrative support to attorneys and Division leadership.