EEO Secretarial Assistant

City of New York; New York (NY); On-site; USD 40,000 - 70,000; Full time

Job summary

The City of New York seeks a capable legal secretarial assistant to support EEO staff and attorneys. Under supervision, with some independence, you will prepare legal documents, proofs, and correspondence, and manage scheduling and room reservations for the EEO team.

Responsibilities include drafting emails, maintaining EEO files, and assisting with audits and compliance. Strong typing, dictation, and software skills are required for success in a dynamic government office.

Qualifications

• Associate degree with secretarial/word processing credits or equivalent.
• Associated options include 1 year general secretarial or 6 months legal secretarial experience.
• Completion of a 1-year specialized secretarial training or 30 credits with 12 in secretarial fields may substitute for one year of experience.

Responsibilities

• Type briefs, memoranda, correspondence, and legal documents.
• Proofread briefs, reports, and other material.
• Answer phones, screen calls, and transmit information for EEO staff, attorneys, and other staff.
• Manage EEO appointments, calls, meetings, and room reservations.
• Prepare Diversity & Inclusion reports and memos.

Skills

Typing 55 wpm

Legal dictation

Education

Associate degree with 12 secretarial credits

Associate degree plus 1 year general secretarial experience or 6 months legal secretarial

High school diploma + 2 years general secretarial or 1 year legal secretarial

Education/experience equivalent to above + specialized secretarial training

Tools

Word processing

PowerPoint

Excel

Outlook

Job description

Under supervision, with some latitude for independent judgement, performs moderately difficult secretarial and typing duties. Performs tasks such as the following:

• Types briefs, memoranda, correspondence, legal documents and statistical reports utilizing computer software applications.
• Proofreads legal briefs, reports, documents and other material.
• Answers phones, places and screen calls, and transmits information for EEO staff, attorneys and other professional staff.
• Manage EEO appointments, calls, meetings and room reservations.
• Prepare Diversity & Inclusion Quarterly Reports, Memos and Monthly Reports.
• Work closely with DCAS, OCEI and EEO staff to reconcile training completion numbers and follow up with employees.
• Draft emails and correspondence to notify staff of training requirements.
• Work closely with EEO to create, maintain and distribute Language Access, Domestic Violence, Sexual Harassment, Disability, Accessibility, and Wellness resources.
• Assist EEO staff with audits, EEO and Local Law compliance.
• May transcribe from various media sources.
• May take dictation and transcribe notes.
• May serve as a secretary, as assigned.
• May assist in training staff.
• May perform other related clerical work, including, but not limited to data entry.
• Work with EEO team to create, archive, and organize EEO files.
• Assist EEO staff with virtual and in-person presentations.
• Create and update 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 matter, legal and other pertinent documents.
• May supervise staff. May assist in the development of office procedures.
• May take complex legal dictation and transcribe notes to typed documents.
• Assist attorneys with word processing (including formatting legal and non-legal documents), drafting correspondence and/or Office forms, typing, copying and preparing documents in Word, PowerPoint, Excel, Outlook and other related software programs.
• Handle miscellaneous projects as needed.
• Some of the physical activities performed and environmental conditions experienced include lifting and carrying boxes and files; climbing stairs; and possible travel to other agency offices throughout the City.
• 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.
• May train and supervise staff in the performance of administrative functions and computer software applications.
• Drafts correspondence.
• Utilizes computer applications to track results of high profile cases.
• Creates charts and graphs to assist in the visualization of case-related information.
• Assists in the preparation of high profile cases assigned to executive or other high level staff.
• May conduct research using a library or a computerized legal research system.

LEGAL SECRETARIAL ASST- L2,3,4 - 1022A

Qualifications

1. 1. 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
2. 2. 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
3. 3. 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
4. 4. 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. However, all candidates must possess a four-year high school diploma or its educational equivalent.

Skills Requirement

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.

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.