Division Chief Secretary - Family Court Division
About the role
The Family Court Division is a fast-paced citywide division dedicated to the ethical practice of law as it relates to the City’s children, families, and communities. The Division Chief Secretary position requires the highest level of discretion, professionalism, and adherence to rules of confidentiality and fairness.
Responsibilities
- Calendar, time, communications, records, and information management
- High level meeting attendance, briefing and follow up
- Maintaining a daily citywide dashboard
- Typing, formatting, copying, and editing confidential complex documents for attorneys and other staff
- timely completion of internal and external presentations and correspondence and communications
- Transcribing and summarizing documents, correspondence
- Creating and maintaining statistical reports utilizing a variety of agency software applications
- Transcribing notes at in-person meetings
- Maintaining and auditing virtual and physical administrative files
- Managing e-mail of Division Chief and/or Deputy Division Chiefs
- Performing reception and receptionist duties for Family Court Administration
- Managing citywide conference rooms including by booking them and working with Facilities for room set up
- Maintaining Teams, Zoom and conference call line calendars
- Conducting quality assurance of citywide data
- Providing administrative support for special projects
- Aiding in planning and providing administrative guidance for training and other events and meetings with new employees
- Aiding in the preparation of high profile cases assigned to high level staff
- Disseminating information to staff as directed and following up on assignments
- Providing clerical support for assignments requiring data entry and manual processes
- Maintaining and distributing the office phone lists and personnel roster
- Maintaining the Division SharePoint and public website platforms
- May conduct research using a library or a computerized legal research system
- May conduct routine internet research
- Travel to and support of Borough Offices
Requirements
- Minimum Qualifications: An associate degree from an accredited college including or supplemented by 12 semester credits in secretarial science, word processing, office automation and/or office technology; or an associate degree from an accredited college, and either one year of satisfactory full-time professional general secretarial experience or six months of satisfactory full-time professional legal secretarial experience; or a four-year high school diploma or its educational equivalent approved by a State's Department of Education or a recognized accrediting organization, and either two years of satisfactory full-time professional general secretarial experience or one year of satisfactory full-time professional legal secretarial experience; or education and/or experience equivalent to "1", "2" or "3" above.
- Skills Requirement: Ability to type at a minimum rate of 55 words per minute. For assignments requiring stenographic skills, candidates must also have the ability to take legal dictation. For certain assignments, individuals may be required to have higher typing and stenographic skills.
- Preferred Skills: Candidate must have excellent organizational skills. Candidate must also have knowledge of Law Department systems and tools including but not limited to: Law Manager, SharePoint, OneDrive, Outlook, Word, Excel, FileSite, HotDocs, and Law Manager.
Qualifications
- Satisfactory completion of a one year specialized training program in secretarial science, word processing, office automation and/or office technology, or completion of 30 semester credits from an accredited college, including 12 semester credits in secretarial science, word processing, office automation and/or office technology may be substituted for one year of full-time general secretarial experience or six months of full-time legal secretarial experience.
- All candidates must possess a four-year high school diploma or its educational equivalent.
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.