Office Assistant 2 (NY HELPS)

• Provide administrative and clerical support to Assistant Attorneys General (AAGs) and staff as part of the Litigation Bureau’s Administrative Support Unit (ASU), including the handling of confidential materials and knowledge of Bureau and OAG protocols, procedures, and resources.
• Monitor the incoming service of legal papers, input data and documents into NYMatters (case management database), ensure timely and appropriate distribution of legal papers to designated Bureau staff, and research case information in NYMatters.
• Assist with facilitating various Bureau financial transactions, including the preparation and processing of purchase requests, expert requests, and travel authorization requests, as well as facilitate payments for court reporter and transcript invoices. Maintain all associated records.
• Schedule meetings, appointments, interviews, and depositions, both in office and via different video conferencing platforms, including Microsoft Teams and Webex.
• Assist the Bureau’s Special Litigation Counsel with copying, scanning and redaction of legal papers, preparing Tables of Contents and Tables of Authority for legal memoranda, updating NYMatters case entries, and other administrative support tasks.
• Interface with other attorneys and staff in the Litigation Bureau and other OAG bureaus or regional offices on an as needed basis.
• Interface with OAG’s Managing Attorney’s Office (MAO), as well as with court clerks and staff, concerning court filings, scheduling, service issues, and other related tasks.
• Manage the Bureau’s MAO Court Alert notifications and maintain an Excel spreadsheet for Court Alert requests and status updates.
• Provide assistance with updating and compiling information for various Bureau reports, including searching NYMatters and accessing publicly available court records to obtain case status information and documents.
• Provide assistance in responding to telephone inquiries from the public and other state agencies, including answering the Bureau’s main line, transferring calls to the appropriate staff, and taking complete messages to ensure proper follow-up.
• Provide assistance with updating the Bureau’s archived case record reports.
• Perform other duties as assigned.

Preferred Qualifications:

Proficiency in the Microsoft Office Suite (including Word, Excel, Outlook, and PowerPoint) and Adobe Acrobat XI Pro, and some experience with Relativity and/or other electronic discovery platforms is preferred.

Minimum Qualifications

Ny Helps:

This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

For the duration of the NY HELPS Program, this title may be filled via a non-competitive appointment, which means no examination is required but all candidates must meet the minimum qualifications of the title for which they apply.

At a future date (within one year of permanent appointment), it is expected employees hired under NY HELPS will have their non-competitive employment status converted to competitive status, without having to compete in an examination. Employees will then be afforded with all of the same rights and privileges of competitive class employees of New York State. While serving permanently in a NY HELPS title, employees may take part in any promotion examination for which they are qualified.

Non-Competitive Qualifications:

One year of clerical experience.

Other Ways to Qualify:

Eligible for a lateral transfer or eligible for transfer under Section 70.1 of the Civil Service Law by having one year of permanent competitive service in an appropriate title. To determine if your current Civil Service title is eligible for transfer to this title, visit the Career Mobility GOT-IT website.

Employees appointed via the NY HELPS program are restricted for promotional appointment until their position is covered-in to the competitive class by the New York State Civil Service Commission (CSC), or they otherwise obtain permanent competitive status. You may wish to apply if you received a permanent NY HELPS appointment to a qualifying title within the time frames and are interested in this opportunity. Your eligibility for promotion will be reviewed by Human Resources.