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 Supervisor for the newly established Special Education Hearings Division. The Administrative Assistant Supervisor will be assigned to act as a team leader for Administrative Assistants who 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 Supervisor 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.
Responsibilities will include, but are not limited to:
• Perform data entry, scanning, and filing electronic legal documents into databases.
• Accurately maintain case records for impartial hearings in electronic folders and databases.
• Coordinate communication between parents, the Department of Education and the Special Education Hearings Division, by phone, email, and in formal written correspondence.
• Accurately prepare and distribute highly confidential materials and legal documents in set office formats to parties to impartial hearings.
• Schedule and manage conference and hearing dates for Special Education Hearing Officers and parties in electronic calendars and databases by entering data and generating invitations.
• Perform clerical tasks assigned by Special Educating Hearing Officers, Director of Administration, and others.
• Provide support for all other related support functions and tasks assigned.
• Act as a team leader for Administrative Assistants by providing supervision and review of work product.
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.
Minimum Qual Requirements
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.
Preferred Skills
1. Familiarity with the operations and structure of court or administrative tribunal systems.
2. Experience working in an office setting and dealing with members of the public.
3. Excellent oral and written communication skills.
4. History of volunteerism, such as service in the AmeriCorps or Peace Corps, is viewed favorably.
To Apply
Applicant must be a City resident within 90 days of appointment. Interested candidates should apply online via NYC Careers on the NYC.gov website (http://www.nyc.gov/html/careers/html/home/home.shtml). No telephone calls, faxes or personal inquiries please. Only those candidates under consideration will be contacted.
For more information about OATH, visit us at: www.nyc.gov/oath
55-a Program
This position is also open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate at the top of your resume and cover letter that you would like to be considered for the position through the 55-a Program.
Public Svc Loan Forgiveness
As a prospective employee of the City of New York, you may be eligible for federal loan forgiveness programs and state repayment assistance programs. For more information, please visit the U.S. Department of Education’s website at StudentAid.gov/PSLF .
Residency Requirement
New York City residency is generally required within 90 days of appointment. However, City Employees in certain titles who have worked for the City for 2 continuous years may also be eligible to reside in Nassau, Suffolk, Putnam, Westchester, Rockland, or Orange County. To determine if the residency requirement applies to you, please discuss with the agency representative at the time of interview.
POSTING DATE
07/10/2023
POST UNTIL
Until Filled
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.