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About the Role

The NYC Law Department is seeking qualified candidates who are either permanent in the Paralegal Aide title or reachable on the list for a Level 2 position across various divisions. This role involves supporting attorneys and staff in diverse legal proceedings, managing case files, conducting research, and preparing legal documents.

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.
• Assisting attorneys with case investigations by locating witnesses and retrieving documents.
• Assisting the Mortgage Foreclosure Unit in preparing answers, stipulations, court filings, maintaining files and producing spreadsheets.
• Providing support to attorneys during pre-trial, trial and post-trial phases.
• Preparing trial exhibits.
• Organizing and managing voluminous litigation files in complex cases.
• Assembling, serving and filing court papers, which may involve appearance in court at calendar call.
• Retrieving court decisions.
• Performing administrative tasks, such as data entry/retrieval in Law Manager and Relativity.
• Digest deposition transcripts.
• Conducting routine legal research.
• Assisting in preparation of correspondence and various legal documents, such as subpoenas, notices of entry, stipulations and notices of appearances.
• Attending document inspections.
• Managing discovery/caseload through various stages of legal proceedings.
• Assisting 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.
• Escorting witnesses.
• Picking up and distributing temporary orders of protections, subpoenas, warrants, probation referral forms, and dispositions.
• Maintaining case tracking using the LawManager program and notifying police officers, and chemists using the NYPD Appearance Control System.
• Scheduling appointments for witnesses to come in and give statement/sign release forms.
• Opening files and determining what documents are needed to complete the file.
• Drafting requests to secure these records.
• Arranging for service of process.
• Transmitting requests once they have been executed and ensuring that the evidence is received within the specified deadline.
• Assisting the staff attorneys in conducting preliminary warrant investigations and preparing warrant reports for filing in Court.
• Completing investigations to locate Respondents by using DMV records, LexisNexis/Lexis Advance and search engines.
• Assisting the staff attorneys in conducting legal research.
• Assisting attorneys with Notices of Entry, Notices of Appeal, Requests for Appellate Division Intervention and filing these documents with the Court.
• Assisting 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.
• Using Outlook, emailing or informing attorneys by phone when witnesses, police officers or agency representatives arrive.
• Keeping sufficient office supplies and new case files in the Intake Office.
• Sorting and distributing mail.
• Retrieving, filing and maintaining the file room as needed.
• Archiving files of overage respondents using Excel and labeling/boxing files for storage.
• Assisting with complex litigation, including preparing exhibits, managing discovery materials, and coordinating court filings.
• Maintaining and organizing case files, document repositories, litigation calendars, deadlines, and tracking systems.
• Conducting legal and factual research using online research platforms, databases, public records, and government resources.
• Assisting with records management and information collection across multiple matters and agencies.
• Tracking developments, deadlines, and deliverables across high-priority litigation and policy matters.
• Supporting hearing, deposition, meeting, and trial preparation.
• Assisting in developing and maintaining organizational systems, workflows, and operational processes to support the Unit’s work.
• Contributing 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.
• Ordering transcripts from court reporters in State and Federal Court.
• Requesting Stenographer and Interpreter Services.
• Preparing documents for disclosure by reviewing, redacting and Bates stamping using Adobe and Relativity programs.
• Researching and updating 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.
• Tracking developments, deadlines, and deliverables across high-priority legislation and policy matters.
• Tracking updates to legislative matters, including litigation about local laws and amendments to the Charter and Administrative Code.
• Reviewing requests from agency General Counsels regarding document retention/destruction, which requires tracking, reviewing and responding to the requests, and elevating issues to the attorneys within the division for a decision if needed.
• Creating and maintaining an organizational system for file room records, which contains actively used reference and historical materials.
• Contributing to a collaborative, respectful, and high-performing team environment.

Requirements

• Permanent in the Paralegal Aide title or reachable on the list.
• A baccalaureate degree from an accredited college or university.
• An associate degree or completion of 60 semester credits from an accredited college and two years of full-time satisfactory experience in the performance of paralegal (legal assistant) services.
• A four-year high school diploma or its educational equivalent and four years of full-time satisfactory experience in the performance of paralegal (legal assistant) services.
• A satisfactory combination of education and/or experience which is equivalent to the 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.
• 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.

Skills

• Organizing and indexing exhibits
• Preparing trial binders
• Managing document-intensive files
• Composing correspondence
• Discovery phase assistance
• Legal research
• Data entry/retrieval
• Case investigations
• Preparing court filings
• Trial preparation
• Document management
• Serving and filing court papers
• Court appearances
• Legal research
• Drafting legal documents
• Witness interviews
• Case tracking
• Litigation support
• Records management
• Information collection
• Deadline tracking
• Workflow development
• Process improvement
• Collaboration
• Interpersonal skills
• Analytical skills
• Problem-solving skills
• Organizational skills
• Judgment
• Adaptability
• Professionalism
• Flexibility
• Responsiveness
• Composure under pressure
• Communication skills
• Drafting correspondence
• Drafting subpoenas
• Drafting stipulations
• Internet research
• Law-related database research
• Court database research
• Spreadsheet preparation
• Document review
• Document redaction
• Bates stamping
• Case information updates
• Motion paper preparation
• Settlement paper preparation
• Document formatting
• Electronic submission
• Environmental law review
• Regulatory compliance
• Notice of Violation investigation
• Settlement negotiation assistance
• Property title research
• Deed research
• Report preparation
• Rule and regulation updates
• Court formatting requirements
• Communication requirements
• Caseload management
• Inter-agency coordination
• Trial preparation
• Document request
• Legal document preparation
• Database utilization
• Legislation tracking
• Policy matter tracking
• Legislative update tracking
• Document retention/destruction request review
• File room organization
• Historical material maintenance

Location

• New York City

Work Type

• Full-time

Experience Level

• Level 2
• Assignment Level II

Education Level

• Baccalaureate degree
• Associate degree
• 60 semester credits
• Four-year high school diploma or equivalent
• Paralegal Certification

Salary/Compensations

• $70,000 to $80,000
• USD 50198 - USD 70247

About the Company

• The NYC Law Department 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.

Equal Opportunity

• 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.