Estimated Length: 3 months 37.5 hours per week
• Provide administrative and clerical support to the Assistant Attorney General in Charge (AAGIC) and act as liaison between support staff and management.
• Supervise and train support staff; assist with interviewing of clerical staff; and compiling and submitting employee packets involving all paid employees: hiring packets, parking, ID cards.
• Perform administrative tasks which may include but are not limited to: ordering office supplies; ordering postage; maintenance and service of office equipment including supplies; report readings and counters; coordinating training for all staff; overseeing vendor account; assisting with maintaining the law library; completing all paperwork associated with hiring of support staff.
• Prepare, update and submit reports as required for Regional Offices, such as weekly trial calendar, outreach spreadsheets, statistics, as well as monitoring the office calendar for accuracy and completeness.
• Maintain office records, including opening all cases on NY Matters; calendaring return dates, answer dates, and court conferences/hearing/trials; entering data and performing searches in NY Matters.
• Maintain closing of files on NY Matters, and using case management system which includes archiving and retention of case files.
• Assist with preparation of pleadings and other court documents and correspondence from transcriber and/or templates for AAGs.
• Resolve day-to-day operational problems as well as troubleshoot problems with all office equipment and handle service calls to vendors.
• Submit accounts payable to Budget and Finance, review all invoices for accuracy and handle any problems.
• Process restitution checks and prepare prospective relief information.
• Make travel arrangements; schedule rental cars, court reporters, and depositions. Process travel vouchers for reimbursement.
• Schedule office meetings and appointments, including video conferencing.
• Assist in the recruitment efforts as needed, including support on paperwork associated with their hiring.
• Answer phones, screen and properly direct phone calls.
• Assist in opening and date stamping of all incoming mail, review correspondence to determine its significance, and direct to proper staff.
• Support staff requests for forms, scheduling, and associated tasks.
• Serve as an office tech manager.
• Act as a liaison to other units and offices, including Human Resources, Regional Office staff, and building management.
• Assist with website coordination including Continuing Legal Education courses.
• Coordinate videoconferences and assist with video equipment.
• Perform other duties as assigned by the Assistant Attorney General in Charge of the regional office.
Preferred Education - High School, Technical Degree/Certificate Program or Bachelors Degree