Assistant Supervisor, OATH Calendar Unit

City of New York; New York (NY); Hybrid; USD 80,000 - 100,000; Full time

Job summary

An established industry player is seeking a full-time Assistant Supervisor for its Calendar Unit. This role involves providing leadership and administrative support, scheduling trials, and maintaining accurate data entries. The ideal candidate will thrive in a fast-paced environment, demonstrate excellent communication skills, and be a strong team player. This position offers the potential for a hybrid office/remote work schedule after an initial training period, making it an attractive opportunity for those looking to balance work and personal life. Join a diverse workforce committed to public service and make a difference in your community.

Benefits

Public Service Loan Forgiveness

Flexible Work Schedule

Diverse Work Environment

Qualifications

• Must have experience in community work or related activities.
• Strong communication skills and ability to work in a team environment.

Responsibilities

• Provide leadership and support for the Calendar Unit staff.
• Schedule cases and maintain accurate data entries for trials.

Skills

Communication Skills

Judgment

Teamwork

Multi-tasking

Education

Baccalaureate Degree

High School Graduation

Tools

Law Manager

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft Teams

Webex

Job description

About OATH:

The City of New York’s Office of Administrative Trials and Hearings (OATH) is the nation’s largest administrative tribunal, holding approximately 400,000 trials and hearings a year. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

Job Description:

The OATH Trials Division seeks to hire a full-time Assistant Supervisor of its Calendar Unit. The Assistant Supervisor will provide leadership and administrative support on a daily basis for the Calendar Unit Supervisor, the Unit’s staff, and the judges, will schedule cases for the judges’ trials and conferences, and must maintain accurate data entries. Coordinates and manages the Trials Division calendars in all respects.

Specific duties will include, but are not limited to:

1. Provides guidance, training, and direction to staff members in the performance of their duties and evaluates staff’s performance to assist and in the absence of the Unit’s Supervisor. Serves as back-up to help supervise sub-managerial employees in the Calendar Unit. Trains new staff and teaches all staff to navigate Law Manager and to read, understand, and update judges’ calendars.
2. Intakes newly filed agency petitions and saves in Law Manager database and distributes as needed emails, judges’ comments, petitions and other documents. Responds to inquiries about scheduling.
3. Provides conference and trial dates as needed.
4. Answers calls and emails from the judges, the public, and the litigants.
5. Calendars and maintains data for Department of Correction (DOC) cases. Assigns daily calendar to staff. Maintains the calendar for judges in for DOC cases and produces weekly and periodic reports of data as needed for DOC cases.
6. Personally prepares and produces accurate daily, weekly, monthly, and yearly calendars as needed for judges and staff, and coordinates the individual judges’ Outlook calendars.
7. Assists the Supervisor to coordinate staff functions, communicates protocols to staff, monitors staff compliance, and provides staff with feedback.
8. Timely schedules cases and ensures timely scheduling of conferences and trials by Calendar Unit staff.
9. Schedules conference calls and videoconference sessions (currently via Webex) with multiple parties.
10. Masters Law Manager and other software as needed.
11. Updates files and databases daily.
12. Provides administrative support to the judges and assists Supervisor with communications with other agencies and with other units and divisions within OATH as needed.
13. Anticipates problems and recommends solutions.
14. Arranges coverage of the work when staff members are absent or out of the office.
15. Corresponds with agency representatives, attorneys, and pro se respondents.
16. Responds to inquiries about scheduling and other Trials Division procedures.
17. Manages both in-person and virtual proceedings; greets the public, answers questions from visitors, directs litigants to the courtrooms, and provides back-up to set up courtrooms when staff are out.
18. Prepares all written materials accurately and with correct spelling and grammar.
19. Performs data entry, scanning, and filing electronic documents into the agency’s databases.
20. Runs data reports from the database.
21. Uses agency recording software and headphone equipment.
22. Proof-reads and corrects data, reports, and correspondence in accordance with instructions.
23. Performs additional tasks and special projects as assigned.
24. Develops a team approach within the Tribunal. Works with OATH colleagues in a cooperative manner within and across units and other divisions.

The candidate must be capable of exercising sound judgment under supervision, maintain the confidentiality of sensitive investigative and adjudicatory information, and must be a strong team player.

The Calendar Unit Supervisor will be required to multi-task in a fast-paced environment, use sound judgment based on knowledge of OATH’s policies and procedures, as well as provide courteous and professional service to the public.

HYBRID OFFICE / REMOTE WORK SCHEDULE MAY BE AVAILABLE AFTER INITIAL TRAINING PERIOD, SUBJECT TO THE NEEDS OF THE TRIBUNAL.

Minimum Qualifications

1. A baccalaureate degree from an accredited college and two years of experience in community work or community centered activities in an area related to the duties described above; or
2. High school graduation or equivalent and six years of experience in community work or community centered activities in an area related to the duties as described above; or
3. Education and/or experience which is equivalent to "1" or "2" above. However, all candidates must have at least one year of experience as described in "1" above.

Preferred Skills

1. Familiarity the operations and structure of court or administrative tribunal systems.
2. Experience working in an office setting and dealing with members of the public.
3. Excellent oral and written communication skills.
4. Familiarity with spreadsheets and programs such as Excel, Word, Outlook, Teams, Webex, and software for courts and law offices, such as Law Manager are a plus.

Public Service Loan Forgiveness

As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at https://studentaid.gov/pslf/.

Residency Requirement

New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.

Additional Information

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.