Administrative Assistant Job at City of New York in New York

Administrative Assistant

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. OATH is seeking to hire one (1) Administrative Assistant for the Special Education Hearings Division. The Administrative Assistant will be assigned to assist Special Education Hearing Officers adjudicating legal proceedings pursuant to the federal Individuals with Disabilities Education Act (IDEA). They will report to the Director of Administration. The Administrative Assistant will work independently in a fast-paced environment, use sound judgement based on knowledge of OATH's policies and procedures, and provide courteous and professional service to manage and complete administrative tasks for a small cadre of Special Education Hearing Officers. Responsibilities will include, but are not limited to:

- Perform accurate and timely data entry, scanning, and filing electronic legal documents into databases to ensure the Agency meets regulatory requirements and provides access to due process for all parties.

- Create and maintain records for cases in electronic folders and databases while collaborating with Special Education Hearing Officers to ensure regulatory requirements are met.

- Coordinate communications between parents, NYC Public Schools and the Special Education Hearing Officers, by phone, email, and in formal written correspondence.

- Prepare and distribute highly confidential materials and legal documents in set office formats to parties to impartial hearings with strong attention to detail and within applicable timelines.

- Collaborate with Special Education Hearing Officers to schedule and manage conference and hearing dates for accurate data collection and entry, troubleshoot issues, and submit recordings of proceedings for transcription.

- Perform other ad hoc clerical tasks with minimal supervision and within established deadlines as assigned by supervisors and management.

Special Note: Only candidates currently serving in a NYC agency as a permanent Principal Administrative Associate or who are currently reachable on the NYC civil service list should apply. HYBRID OFFICE / REMOTE WORK SCHEDULE AVAILABLE AFTER INITIAL TRAINING PERIOD. PRINCIPAL ADMINISTRATIVE ASSOC - 10124

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.