Law Department Document Specialist

1 month ago

New York City, United States New York State - New York Government Full time

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 maybe 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 this time, agencies may recruit and hire employees by making temporary appointments. In

May 2024, if a temporary NY HELPS employee is satisfactorily performing in the position, the appointment will be changed from temporary pending Civil Service Commission Action to permanent non-competitive and the official probationary period will begin.

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 Minimum Qualifications:

• Law Department Document Specialist (LDDS) (CSEA Salary Grade 9, current starting salary $41,399, job rate $50,884):
Eighteen months of experience supporting the work of attorneys, paralegals, and investigative staff by independently producing the legal documents that are required to support judicial actions.

• LDDS Trainee 2 (NS Equated Salary Grade 8, current starting salary $39,215, job rate $48,294):
One year of experience supporting the work of attorneys, paralegals, and investigative staff by independently producing the legal documents that are required to support judicial actions.

• LDDS Trainee 1 (NS Equated Salary Grade 6, current starting salary $35,177, job rate $43,521):
There are no minimum education or experience requirements.

Current NYS Employee: At least one year of permanent or contingent-permanent status as an Office Assistant 1 (any parenthetic) OR eligible for transfer into traineeship.

*The selected candidate must pass a keyboarding test that demonstrates the ability to enter text at a rate of at least 30 words per minute with at least 96% accuracy by completion of probation. If appointed at the traineeship level, you will need to complete the required coursework in order to advance to the full LDDS SG-9.

*Positions located in New York City receive an additional $3,400 downstate adjustment location pay annually.

Reporting to an Office Manager, the incumbent of the requested Law Department Document Specialist position will work cooperatively with support staff in other bureaus and have the ability to use proper judgment in prioritizing work to meet deadlines. Specific duties include, but are not limited to, the following:

  • Type and prepare correspondence, legal documents, records, and other written material using handwritten rough drafts, marked copy and/or recording, or data from various sources, using the correct legal format as required by the court for which the documents are destined.
  • Proofread documents for correct legal terminology, context, spelling, grammar, and punction.
  • Receive documents, letters, emails, and faxes, and distribute accordingly.
  • Scan documents for attorneys.
  • Open, maintain, organize, close, and archive case files.
  • Learn and become proficient with databases, such as NYMatters and Paper Archive Managements, to assist with retrieving information and/or records, archiving, and generating reports.
  • Accepts personal service of legal documents in a legally sufficient manner.
  • Work with other bureau’s and regional office to ensure a smooth transfer of files on appeal.
  • Using the law library on site or the main collections kept in Albany and

New York City, performs cite checking and other basic legal research to verify citations in the various documents being produced.

  • Provide office support and cover reception as needed, answering, screening, and transferring phone calls or taking messages accordingly.
  • Assist with the completion of travel-related requests and paperwork on behalf of attorneys.
  • Perform other duties and ad hoc tasks as necessary or assigned.

Careers with the State offer multiple benefits including paid vacation leave (13+ days per year), sick leave, paid State holidays off, health insurance including vision & dental, entry into the NYS retirement (pension) system, education and training, eligibility for public student loan forgiveness, and job stability with promotional opportunities. Workplace flexibilities include multiple options for employees including telecommuting (up to two days per week) and alternative work schedules.

The agency's hours of operation are Monday through Friday, between 8:30 am and 5:30 pm (37.5 hours/week).
Scheduling determinations are dependent upon the needs of each Bureau and will be communicated during interviews.

Some positions may require additional credentials or a background check to verify your identity.

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