Clerical Associate

The NYC Law Department is seeking qualified candidates that are either permanent in the Clerical Associate title or reachable on the list for a level 3 position across various divisions.

Family Court Division: 1 Position The Family Court Division is seeking a candidate to fill the position of Clerical Associate in the Juvenile Delinquency unit. Under supervision, with latitude for independent judgement, the selected candidate will be responsible for the day-to-day functioning of the borough office operations, which includes, but is not limited to:

• Perform citywide data entry and data entry review for cases pending in Family Court
• General receptionist duties which may involve dealing with members of the public and outside agencies
• Maintain filing system; shredding and copying
• Conducting internet searches; preparing charts and graphs
• Retrieving information from computer systems including Lexis, Law Manager, OCA database, etc.
• Creating and mailing correspondence Labor and Employment Division: 1 Position Duties may include, but are not limited to, general clerical tasks, such as reviewing and preparing documents, data entry, filing, opening and sorting mail for distribution, answering phones and relaying messages, scheduling appointments, and other special projects as needed.

General Litigation Division: 1 Position Duties include:

• Maintain the supply room and order supplies as needed.
• Assist in keeping the Central File room organized
• Route and deliver mail to Division lawyers
• Work with the paralegal supervisor to maintain reassigned case files to another attorney
• Transfer case files from office after an ACC departs and provide the list of those cases to the paralegal supervisor
• Archive cases and update the archive case spreadsheet required by facilities
• Obtain skills in Law Manger such as searching for ACC and case information.
• Update Law Manager by entering dispositions and archive file information. Keep record of archive disposition worksheets.

Special Federal Litigation Division: 1 Position Duties include providing general clerical assistance to the division, including, but not limited to, data entry, mail sorting, fax handling, and archiving. Duties also include special projects such as reviewing and cataloging video and audio materials, organizing files and tracking of settlement paperwork.

Operations Division: 4 Positions The Operations Division provides the essential legal support outputs that enable attorneys and support professionals to work efficiently and confidently. This includes handling legal papers; creating, refining, and reproducing documents; managing data and electronic filings; delivering and serving materials; and supporting daily court activity. The Division also dedicates sustained attention to strengthening its methods, assessing workflows, and enhancing the practices and tools that underpin consistent, high quality service to the Department and the public it serves.

Job Description Duties may include, but are not limited to, general clerical tasks, such as reviewing and preparing primarily legal documents, data entry, filing, opening and sorting mail for distribution, answering phones and relaying messages, scheduling appointments, and other special projects as needed. May also include walking or using public transportation to pick-up, deliver, serve and/or file legal documents and files throughout the boroughs. Must maintain extensive and detailed automated logs. May supervise and instruct a small unit engaged in clerical activities; plan, assign, and review the work of subordinates; and serve as primary assistant to a supervisor of a section or unit, as operationally required.

Job Duties

• Responsible for the intake, logging, routing, and docketing of a diverse legal documents and requests
• Process requests received electronically, verbally, and written
• Excellent written and oral communication skills and the ability to multi-task with flexibility and efficiency while achieving required productivity levels.
• Perform data entry into in Law Department database and update various document types for multiple legal divisions. Expertise in applicable data entry and Microsoft Office applications is required.
• Assist in daily processing of critical time sensitive documents
• May receive documents served on the city at our Service Window
• Pick-up and/or deliver items
• File and/or serve legal documents
• Sort mail based on type and perform multi-level sorts
• Work with mail equipment and various package vendors systems for mail processing
• Scan or photocopy litigation documents and files
• Work on special projects as required
• Cross train in various areas within the Division **Only candidates permanent in the Clerical Associate title or reachable on the list should apply. Please indicate the division preference in your cover letter.

Minimum Qualifications

Qualification Requirements A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.

Skills Requirement Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.