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About the Role
Performs moderately difficult secretarial and typing duties under supervision with some latitude for independent judgment.
Responsibilities
- Types briefs, memoranda, correspondence, legal documents, and statistical reports using computer software.
- Proofreads legal briefs, reports, documents, and other materials.
- Answers phones, screens calls, and transmits information for EEO staff, attorneys, and other professional staff.
- Manages EEO appointments, calls, meetings, and room reservations.
- Prepares Diversity & Inclusion Quarterly Reports, Memos, and Monthly Reports.
- Works closely with DCAS, OCEI, and EEO staff to reconcile training completion numbers and follow up with employees.
- Drafts emails and correspondence to notify staff of training requirements.
- Works closely with EEO to create, maintain, and distribute resources on Language Access, Domestic Violence, Sexual Harassment, Disability, Accessibility, and Wellness.
- Assists EEO staff with audits and EEO and Local Law compliance.
- Transcribes from various media sources.
- Takes dictation and transcribes notes.
- Serves as a secretary as assigned.
- Assists in training staff.
- Performs other related clerical work, including data entry.
- Works with the EEO team to create, archive, and organize EEO files.
- Assists EEO staff with virtual and in-person presentations.
- Creates and updates 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 matters, legal, and other pertinent documents.
- Supervises staff.
- Assists in the development of office procedures.
- Takes complex legal dictation and transcribes notes to typed documents.
- Assists attorneys with word processing, drafting correspondence and/or Office forms, typing, copying, and preparing documents in Word, PowerPoint, Excel, Outlook, and other related software programs.
- Handles miscellaneous projects as needed.
- Performs physical activities including lifting and carrying boxes and files, climbing stairs, and possible travel to other agency offices.
- 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.
- Trains and supervises staff in administrative functions and computer software applications.
- Drafts correspondence.
- Utilizes computer applications to track results of high-profile cases.
- Creates charts and graphs for visualization of case-related information.
- Assists in the preparation of high-profile cases assigned to executive or other high-level staff.
- Conducts 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 the above qualifications.
- 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.
Skills
- Ability to type at a minimum rate of 55 words per minute.
- Ability to take legal dictation (for assignments requiring stenographic skills).
- Higher typing and stenographic skills may be required for certain assignments.
- Proficiency in Word, PowerPoint, Excel, and Outlook.
Location
- Citywide
Work Type
- Full-time
Experience Level
- Entry-level
- Mid-level
Education Level
- Associate's Degree
- High School Diploma
Salary/Compensations
- USD 60571 - USD 104239
About the Company
- Agency: LAW DEPARTMENT
- Job Category: Legal Affairs
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.