Legal Secretary

Title: Legal Assistant
Position Type: Temp
Agency: New York State agency focused on legal matters.
Location: New York, NY
Hours: TBD

Job Description
Our client, a “NYS agency focused on legal matters”, is looking for a Legal Assistant.

Responsibilities

• Process incoming ERPO communications immediately (these duties take priority)
• Review for calendar conflicts.
• Create and updating the NYMatters case management system as the case progresses.
• Preparing the printed file.
• Drafting requested documents.
• Providing other administrative support to AAGs as necessary.
• Update the agency spreadsheet, and
• Close the NYMatters and paper files.
• Process Incoming Communication as a backup to the Administrative Assistant.
• Answer, screen, and redirect incoming phone calls with a professional and friendly disposition.
• Greet, direct, and provide materials to in-person office visitors with excellent customer service.
• Open mail, email, and faxes and review, scan, log in, distribute, and / or file as needed using established office procedures.
• Set up and maintain paper and electronic files for each new case opened.
• Enter data into case management systems (NYMatters)

General Administrative

• Keep staff informed of, and schedule as needed, phone conferences, meetings, court appearances, and legal filings due.
• Communicate, and maintain positive working relationships, with the agency, Court, and client agency staff.
• Maintain office calendars to ensure that they are accurate and current.
• Provide administrative assistance to staff.
• Keep track of supplies and office machines and order material or repair services as needed.
• Complete other administrative tasks as assigned.
• Notarize documents as needed (if notary)
• Maintain case closing procedures by closing case in NYMatters as each case is resolved.
• Problem-solve with a positive, can-do attitude, and positively contribute to office morale.
• Process Outgoing Communication.
• Independently compose simple email, faxes, and letters as directed by legal staff.
• Prepare outgoing mail (copy, scan, address, affix postage, and deliver to postal box)
• Prepare outgoing overnight mail to include delivery to drop box when necessary.
• Arrange meetings with, and request documents from, other agencies as requested.
• All other duties as assigned.

Required Qualifications

Preferred Education: High School or Technical Degree/Certificate

Penda Aiken, Inc. is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants without regard to race, color, religion, sex, pregnancy, national origin, age, physical and mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military and veteran status, and any other characteristic protected by applicable law.

SUBS SUBMIT BY 04-18-2024