Job Title: Administrative Assistants



Employment Type: Contract



Work Hours: 37.5 hrs./week



Work site: Hybrid



Location: Justice Building, Albany, NY 12224



Job Duration: 6 Months



Closing: 08/14/2023.



Minimum Education:



High School Diploma



Job Duties:



Copy and scan documents to maintain electronic and physical records.



Update NYMatters database with accurate and up-to-date information.



Prepare and send out various correspondence, including emails, letters, and notices.



Generate tables of contents and authorities for legal briefs and documents.



Assemble affidavits and relevant materials for court proceedings.



Serve legal documents in accordance with legal procedures.



Coordinate travel arrangements for attorneys and legal assistants.



Schedule depositions, interviews, and appointments efficiently.



Maintain a meticulous bureau diary to track deadlines and events.



Convert documents to PDF format for electronic filing and archiving.



Open and close files while ensuring proper organization and documentation.



Manage bureau credit card transactions and maintain accurate records.



Schedule interviews and meetings, ensuring efficient coordination.



Provide comprehensive secretarial support to attorneys and legal assistants.



Demonstrate proficiency in using Microsoft Word, Adobe, and Excel.



Adapt to and learn software programs, including NYMatters and HotDocs.



Utilize strong proofreading skills to ensure accuracy in documents.



Exhibit excellent telephone etiquette and effective communication.



Showcase strong organizational skills in managing tasks and priorities.



Preferred Skills:



Proficiency in Microsoft Word, Adobe Acrobat, and Excel.



Willingness and ability to learn new computer programs (NYMatters and HotDocs).



Strong proofreading and attention-to-detail skills.



Effective telephone communication skills.



Exceptional organizational and time-management abilities.



Familiarity with document management and electronic filing systems.



Capability to work both independently and collaboratively.



Misc. Information:



Preferred working hours: 8:30 AM to 5:00 PM.



The role involves both administrative and secretarial support to legal professionals.



Preferred work location offers metered or $10/day paid parking.



Public transportation options via CDTA are available nearby.



The role is hybrid, with currently one day per week telecommute.



Interviews will be conducted in person or through Teams.



No licenses or certifications are required.



*COVID POLICY*



All employees (inc. volunteers, temps, consultants, and students with an in-office presence) are required to inform Human Resources of their vaccination status. If vaccinated, employees must submit proof of their vaccination status to Human Resources. OAG offices have returned to a "masks welcome” policy, based on changes in public health guidance. Employees will still be required to wear a mask if they have a recent COVID-19 exposure. Employees that work in OAG offices located on NYS hospital grounds or within space leased by a NYS hospital must continue to follow any mask policies at that location.