Legal Assistant 2

Duties Description Duties and Responsibilities:
• • Manages file for administrative matters throughout the administrative process and ensures their accuracy.
• Manages unit calendar, files, and electronic resources and databases.
• Reviews and screens general inquiries to the unit, handles all communication needs, and makes referrals to appropriate unit where appropriate. This may include drafting responses to incoming inquiries and correspondence, including responding to telephone calls, electronic mail, and mail.
• Processes incoming administrative matters in preparation for scheduling, assigning, and scheduling administrative appearances, manages workflow and schedules, and conducts other tasks regarding the administrative hearing process or the unit. This includes the preparation, review, and editing of content for a variety of communications, including reports, proposals, emails, and websites.
• Receives, reviews, summarizes, and processes requests, submissions, correspondence, motions, and documents to the unit and for the preparation of materials related to an administrative hearing.
• Independently analyzes and develops assigned cases or files to the point where a hearing officer can depend on the accuracy of the content.
• Ensures that correspondence and all relevant case materials for each administrative matter are preserved for the file.
• May draft various legal documents and assist in the preparation for appearances of administrative matters by completing a variety of activities. This may include responses to requests, motions, affidavits, affirmations, discovery demands, interpreter requests, or scheduling requests.
• Reviews and processes decisions and orders.
• Prepares each administrative file for closing.
• Coordinates, manages, and stays up to date on the documentation of internal processes and unit data.
• May supervise administrative and clerical staff.
• Understands and respects the importance of and is able to maintain confidentiality, including when responding to questions from the public.
• Act as a liaison to other units within the Agency and ensure that the unit is informed about contacts with other units in the Agency.

Minimum Qualifications *This title is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS).

Current New York State employee with one year or more permanent, contingent-permanent or 55b/c service as a Legal Assistant 2 and are interested in reassignment; OR current New York State employees with one year or more of permanent, contingent-permanent or 55b/c service in a Senior Attorney position and eligible for transfer under section 70.1 of the Civil Service Law.

Provisional Appointment: If a viable eligible list does not exist, a provisional appointment may be made in accordance with Civil Service Law. Candidates who accept a provisional appointment must take the next competitive examination and be reachable on the resultant eligible list in order to be considered for permanent appointment to the position. Please visit for additional information on state examinations. The minimum requirements for Legal Assistant 2 are: one year of permanent competitive or 55b/c service as Legal Assistant 1, SG-14.


Non-Competitive Promotion: If there are no more than three qualified candidates in the promotion field for this position, the agency will request approval from the Department of Civil Service to fill this position via a non-competitive promotion (NCP) examination, pursuant to Section 52.7 of the Civil Service Law. In order to be eligible for the NCP, candidates must be in the direct promotion field, a current NYS Justice Center employee, and have one year of permanent competitive service as a Legal Assistant 1, SG-14 and must not have failed, or failed to take the last holding of the promotion examination for the title listed above.

Non-Competitive Minimum Qualifications (NY HELPS) : Three years of full-time experience as a Paralegal/Legal Assistant (see "definition" below).


Definition: a Paralegal/Legal Assistant is someone who applies knowledge of the law and legal procedures in rendering direct assistance to lawyers, clients, and courts; prepares and interprets legal documents and forms; research, compiles, and uses information from legal materials to provide both written and verbal comments on their findings; and analyzes and handles routine procedural problems independently with minimal attorney oversight.
Examples of non-qualifying experience: receptionist, records clerk, bookkeeper, office manager.

Substitution: An associate degree (or higher) in paralegal/legal assistant/legal studies program or a certificate in a paralegal/legal assistant program where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA) AND one year of experience as a Paralegal/Legal Assistant (see definition in MQs) OR an associate degree in any field where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA) AND two years of experience as a Paralegal/Legal Assistant (see definition in MQs) OR graduation from an accredited (ABA approved) law school with a degree required for NYS Bar will be accepted AND two years of full-time experience as a Paralegal/Legal Assistant (see definition in MQs).

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 complete 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.
NOTE: This vacancy posting is for the purposes of notifying individuals about transfer opportunities. Employees on the Civil Service eligible list will be considered and should not respond to this posting. If you are on the eligible list and not reachable, you may be eligible for transfer. You are encouraged to access GOT-IT on the Civil Service website ( to determine transfer eligibility or contact Justice Center Human Resources for your transfer options.


Additional Comments Established in 2013 by the Protection with Special Needs Act; The New York State Justice Center for the Protection of People with Special Needs (Justice Center) is charged with protecting over one million New Yorkers under the care or jurisdiction across six State Oversight Agencies.

We offer a comprehensive benefits package, including:
• Holiday & Paid Time Off
• Public Service Loan Forgiveness (PSLF)
• Pension from New York State Employees' Retirement System
• Affordable Health Care options
• Family dental and vision benefits at no additional cost
• NYS Deferred Compensation plan
• Access to NY 529 College Savings Program

Please note that specific benefits and programs may vary based on negotiating unit, current contract, and length of State service.

NOTE ON TELECOMMUTING: Employees are required to apply and obtain approval through management to telecommute according to the Justice Center's Telecommuting Program Guidelines.

NOTE ON FINGERPRINTING: Please be advised that should you accept a job offer with this agency, you may be required to be fingerprinted and pay for the cost of the fingerprinting fee.

The New York State Justice Center for the Protection of People with Special Needs is an equal opportunity/affirmative action employer. Our agency does not discriminate based upon age, race, creed/religion, color, national origin, sexual orientation, gender identity or expression, military or veteran status, sex, disability (including pregnancy-related conditions), predisposing genetic characteristics, familial status, marital status, status as a victim of domestic violence, prior arrest or conviction record, citizenship/immigration status, or any other applicable legally protected characteristics. The Justice Center is committed to creating and sustaining a culture of inclusion while continuing to build a diverse workforce. Our agency seeks candidates dedicated to working in and contributing to an environment of inclusion that affirms and celebrates the backgrounds, learned and lived experiences, whole identities, and individual perspectives of our staff.


The New York State Justice Center for the Protection of People with Special Needs (Justice Center) provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify the Office of Human Resources via email at View email address on click.appcast.io

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

Name Human Resources / CL


Telephone


Fax View phone number on click.appcast.io


Email Address View email address on click.appcast.io


Address

Street 161 Delaware Avenue


City Delmar


State NY


Zip Code 12054


Notes on Applying Please submit cover letter along with a clear and concise resume to View email address on click.appcast.io detailing how you meet the minimum qualifications for this position as listed in Specifics and indicate the Vacancy ID number for which you are applying.