Calendar Unit Clerk

ABOUT OATH:

The City of New York’s Office of Administrative Trials and Hearings (OATH) is the nation’s largest administrative tribunal, holding approximately 400,000 trials and hearings a year. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

JOB DESCRIPTION:

The OATH Trials Division seeks to hire a full-time Calendar Unit Clerk who will provide administrative support on a daily basis for the Calendar Unit, which schedules cases for the judges’ trials and conferences and must maintain accurate data entries.

Specific duties will include, but are not limited to:
Conducting intake of newly filed agency petitions;
Corresponding with agency representatives, attorneys, and pro se respondents;
Responding to inquiries about scheduling and other Trials Division procedures;
Assisting with the transition back to in-person proceedings;
Preparing all written materials accurately and with correct spelling and grammar;
Performing data entry, scanning, and filing electronic documents into the agency’s database;
Producing the daily and weekly calendar and coordinating the individual judges’ Outlook calendars;
Running data reports from the database;
Scheduling conference calls and videoconference sessions (currently via Webex) with multiple parties;
Using agency recording software and headphone equipment;
Proof-reading, correcting data reports and correspondence in accordance with instructions;
Preparing and distributing correspondence using email or mail;
Creating and maintaining case files electronically and/or in paper form;
Screening all calls and emails for the judges; and
Providing support for all other related support functions and tasks assigned.

The candidate must be capable of exercising sound judgment under supervision, maintain the confidentiality of sensitive investigative and adjudicatory information, and must be a strong team player.

HYBRID OFFICE / REMOTE WORK SCHEDULE AVAILABLE AFTER INITIAL TRAINING PERIOD.

CONFIDENTIAL SECRETARY OF ADMI - 12800

Minimum Qualifications

Qualification Requirements
1. Graduation from a senior high school or evidence of having passed an examination for a high school equivalency diploma and three (3) years of satisfactory, full-time experience in stenographic work; or a satisfactory equivalent; and

2. Ability to take dictation at the rate of 90 words per minute and type a minimum of 45 words per minute.

Preferred Skills

- Knowledge of Microsoft Word, Excel, Outlook, Webex, Teams, Zoom. - Office experience as well as demonstrable background dealing with members of the public. - Excellent oral and written communication skills. - Familiarity with and/or ability to learn legal case management databases like Law Manager is a plus.

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.

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