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Executive Secretaries and Administrative Assistants

4 months ago

Plattsburgh, United States Nexus Staff Full time

Job Title: Administrative Assistant
Employment Type: Contract
Work Hours: 37.5 hrs./week
Work site: 100% Onsite
Location: 43 Durkee St, Suite 700 Plattsburgh, NY 12901 - Plattsburgh Regional Office
Job Duration: 2 Years
Closing: 01/31/2024.

Minimum Education:
  • High school diploma or equivalent

Work Experience:
  • 3-5 years of administrative experience
  • Experience in a legal or case management environment is a plus.

Job Duties:
-Process Incoming Communication:
  • Answer, screen, and redirect incoming phone calls with a professional and friendly demeanor.
  • Greet, direct, and assist in-person office visitors with excellent customer service
  • Manage incoming mail, email, and faxes; review, scan, log, distribute, and file as needed.
  • Set up and maintain paper and electronic files for each new case in NYMatters
  • Enter data into case management systems (NYMatters)

-General Administrative:
  • Coordinate phone conferences, meetings, court appearances, and legal filings
  • Maintain positive relationships with OAG, Court, and client agency staff.
  • Keep office calendars accurate and current.
  • Provide administrative assistance to staff.
  • Monitor and order supplies and services for office machines.
  • Complete other administrative tasks as assigned.
  • Notarize documents as needed (if notary certified)
  • Close cases in NYMatters when resolved.
  • Problem-solve with a positive, can-do attitude and contribute positively to office morale.

-Process Outgoing Communication:
  • Independently compose simple emails, faxes, and letters as directed by legal staff.
  • Prepare and send outgoing mail, including addressing, affixing postage, and delivering to postal box.
  • Prepare outgoing overnight mail, including delivery to drop box when necessary.
  • Arrange meetings with and request documents from other agencies as requested.

Preferred Skills:
  • Strong proficiency in Microsoft products, especially Word, Outlook, and Teams
  • Proficiency in Adobe Pro
  • Excellent communication, interpersonal, and customer service skills
  • Ability to work independently and take initiative.
  • Notary certification (if applicable)
  • Familiarity with legal or case management environment

Misc. Information:
  • Shift timings somewhat flexible between 8 am and 5 pm, lunch either 30 or 60 minutes
  • Paid parking available in the Durkee Street lot: $1 per hour; 6 months for $90 and annual for $171
  • Free 2-hour parking lot also available
  • Clinton County Bus stop 3-4 blocks away
  • Interviews will be conducted in person.
  • Training will be provided

The Nexus Staff Difference:
  • Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
  • We offer weekly payments via ACH (Automated Clearing House).
  • Serving as Prime Vendors to New York State and New York City for over 10 years.