Estimated Length: 8 months 37.5 hours per week

Requirements

Title: Administrative Assistant

Duties: 
• Prepare, edit, proofread and review documents, both legal and technical.
• Maintain paper and electronic files (including initiation, closure and archival of case files).
• Perform data entry into the NYMatters case management system for case updates, calendar deadlines, and create new intakes (citizen complaints) and matters (litigations and
investigations).
• Coordinate expert witness procurement, depositions, court reporters, and court filings (paper and electronic).
• Interface with database systems, particularly Oracle-based NYMatters and Paper Archive Management (PAM).
• Assist with bureau library maintenance and updates.
• Produce and manage bureau correspondence and reference materials.
• Schedule meetings, video conferences and conference calls.
• Provide telephone coverage, mail distribution, supply ordering, e-fax management, processing monies received as settlement to litigation.
• Manage fax, email and phone inquiries; route inquiries to appropriate staff.
• Make travel arrangements, obtain approvals and utilize Statewide Financial System (SFS) to submit travel reimbursement information.
• Provide direct assistance to and back-up of Administrative Specialist with tasks including, but not limited to: staff onboard/offboard, managing temporary I.D. badges, and maintaining
Bureau equipment and templates.
• Perform additional duties as assigned.

Preferred Education: High School

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