EEO Secretarial Assistant

Law Department; New York (NY); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

55a Program

Public Service Loan Forgiveness

Job summary

City of New York Law Department seeks a Legal Secretarial Assistant (L2,3,4) to provide skilled secretarial support to EEO staff and attorneys. Responsibilities include typing legal documents, proofreading materials, answering phones, scheduling, and preparing diversity/training reports.

The role involves data entry, creating CEEDS records, and assisting in training and coordinating meetings. Residency requirements apply; 55a Program and PSLF information may be relevant.

Qualifications

• Typing at least 55 words per minute; legal dictation ability may be required.
• Associate degree with secretarial emphasis or equivalent combination of education/experience.
• Two years of general secretarial experience or one year of legal secretarial experience (for diploma path).
• One year specialized secretarial training or 30 semester credits with 12 in secretarial topics may substitute for one year of experience.

Responsibilities

• Types briefs, memoranda, legal documents, and reports using computer software.
• Proofreads legal briefs and documents for accuracy.
• Answers phones, screens calls, and routes information for EEO staff and attorneys.
• Manages EEO appointments, meetings, and room reservations.
• Drafts emails and correspondence related to training and staff communications.
• Maintains EEO files, CEEDS entries, and training records for compliance.
• Assists attorneys with word processing, formatting, and preparing documents.

Skills

Typing 55 wpm

Legal dictation

Education

Associate degree + 12 credits in secretarial topics

Associate degree + one year general secretarial experience

High school diploma + 2 years general secretarial experience

Education/experience equivalence with required training

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

Minimum 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.

55a Program

This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.

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.