City of New York

Job Description

ABOUT OATH:

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. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

JOB DESCRIPTION

The OATH Trials Division seeks to hire a full-time Supervisor of its Calendar Unit. The Supervisor will provide leadership and administrative support on a daily basis for the judges, will schedule cases for the judges’ trials and conferences, and must maintain accurate data entries. Coordinates and manages the Trials Division calendars in all respects.

Specific duties will include, but are not limited to:

• Provides guidance and direct to staff members in the performance of their duties and evaluates staff’s performance.
• Assigns Department of Correction cases to senior staff. Assigns daily calendar to staff.
• Personally, prepares the weekly, monthly, and yearly calendars as needed for judges and staff.
• Trains and coordinates staff functions, communicates protocols to staff, monitors staff compliance, and provides staff with feedback.
• Ensures timely scheduling of conferences and trials by Calendar Unit staff.
• Schedules conference calls and videoconference sessions (currently via Webex) with multiple parties.
• Masters Law Manager and other software as needed.
• Updates files and databases.
• Provides administrative support to the judges and communicates with other units and divisions as needed.
• Anticipates problems and recommends solutions.
• Arranges coverage when staff members are absent or out of the office.
• Conducts intake of newly filed agency petitions.
• Corresponds with agency representatives, attorneys, and pro se respondents.
• Responds to inquiries about scheduling and other Trials Division procedures.
• Manages both in-person and virtual proceedings.
• Prepares all written materials accurately and with correct spelling and grammar.
• Performs data entry, scanning, and filing electronic documents into the agency’s databases.
• Produces the daily, weekly, and annual calendars and coordinates the individual judges’ Outlook calendars.
• Runs data reports from the database.
• Uses agency recording software and headphone equipment.
• Proof-reads and corrects data, reports, and correspondence in accordance with instructions.
• Performs additional tasks and special projects as assigned.
• Develops a team approach within the Tribunal. Works with OATH colleagues in a cooperative manner within and across units and other divisions.
• Certifies invoices for payments for transcripts, interpreters, subscriptions, temporary workers’ time; operates bank scanner; scans checks from MTA/TBT and from employees for any lost OATH ID cards for electronic bank deposits; secures checks in safe. Reports annually to OATH’s Clerk on check deposits;
• Updates Pitney Bowes postage; uploads funds when needed;
• Distributes mail.

The candidate must be capable of exercising sound judgment under supervision, maintain the confidentiality of sensitive investigative and adjudicatory information, and must be a strong team player.

The Calendar Unit Supervisor will be required to multi-task in a fast-paced environment, use sound judgement based on knowledge of OATH’s policies and procedures, as well as provide courteous and professional service to the public.

HYBRID OFFICE / REMOTE WORK SCHEDULE AVAILABLE AFTER INITIAL TRAINING PERIOD.

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.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Qualifications

1. A baccalaureate degree from an accredited college and three years of satisfactory full-time progressively responsible clerical/administrative experience, one year of which must have been in an administrative capacity or supervising staff performing clerical/administrative work of more than moderate difficulty; or

2. An associate degree or 60 semester credits from an accredited college and four years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience described in "1" above; or

3. A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and five years of satisfactory full-time progressively responsible clerical/administrative experience including one year of the administrative supervisory experience as described in "1" above;

4. Education and/or experience equivalent to "1", "2", or "3" above. However, all candidates must possess the one year of administrative or supervisory experience as described in "1" above. Education above the high school level may be substituted for the general clerical/administrative experience (but not for the one year of administrative or supervisory experience described in "1" above) at a rate of 30 semester credits from an accredited college for 6 months of experience up to a maximum of 3½ years.

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.