Temporary Assignment - 37.5 hours weekly
In-Person Position
Requirements:
Process incoming ERPO communications immediately (these duties take priority)
review for calendar conflicts,
create and updating the NYMatters case management system as the case progresses,
preparing the printed file,
drafting requested documents,
providing other administrative support to AAGs as necessary,
update the agency spreadsheet, and
close the NYMatters and paper files.
Process Incoming Communication as a backup to the Administrative Assistant
Answer, screen, and redirect incoming phone calls with a professional and friendly disposition.
Greet, direct, and provide materials to in-person office visitors with excellent customer service.
Open mail, email, and faxes and review, scan, log in, distribute, and / or file as needed using established office procedures
Set up and maintain paper and electronic files for each new case opened
Enter data into case management systems (NYMatters)
General Administrative
Keep staff informed of, and schedule as needed, phone conferences, meetings, court appearances, and legal filings due
Communicate, and maintain positive working relationships, with OAG, Court, and client agency staff
Maintain office calendars to ensure that they are accurate and current
Provide administrative assistance to staff
Keep track of supplies and office machines and order material or repair services as needed
Complete other administrative tasks as assigned
Notarize documents as needed (if notary)
Maintain case closing procedures by closing case in NYMatters as each case is resolved
Problem-solve with a positive, can-do attitude, and positively contribute to office morale
Process Outgoing Communication
Independently compose simple email, faxes, and letters as directed by legal staff
Prepare outgoing mail (copy, scan, address, affix postage, and deliver to postal box)
Prepare outgoing overnight mail to include delivery to drop box when necessary
Arrange meetings with, and request documents from, other agencies as requested
All other duties as assigned
Preferred Education:Technical Degree/Certificate Program
