Secretary - Law

Secretary-Law

Hourly Rate: Step 1 -$31.82 Step 2 -$31.82 Step 3 -$34.09 Step 4 -$36.37 Step 5 -$38.64 Step 6 -$38.64 Step 7 -$40.91 Step 8 -$45.46

Department: Legal

Supervisor: Chief of Legal Operations

Location: 93-02 Sutphin Blvd., Jamaica, NY 11435

Hours of Work: 9:00 am - 5:30 pm (8hours/day) or as required

***This position is represented by the LIRR Transportation Communications Union ***

Job Summary:

The Legal Secretary is expected to be a collaborative self-starter, demonstrating initiative and supporting the department's smooth operations by providing clerical, administrative, record-keeping, and general office support of both a routine and non-routine nature. The incumbent exercises excellent judgment, professionalism, confidentiality, and organizational skill while supporting both routine and time-sensitive legal workflows. This position reports to the Manager, Administration, is dedicated to specific practice areas within the Legal Department to ensure the smooth operation of attorney support, yet requires collaboration with other practice areas and MTA departments.

The Legal Secretary is responsible for comprehensive attorney support, including calendaring, deposition scheduling, document production, e-filing, service acceptance, case-file creation, settlement processing, administrative document drafting, and event support. The role requires strong coordination abilities, attention to detail, and the capacity to manage sensitive legal materials and deadlines.

Responsibilities:

• Coordinate and manage attorney calendars, including conferences, depositions, meetings, hearings, filing deadlines, and monitor major matter milestone dates.
• Schedule depositions, arrange court reporters, and manage transcript signature logistics.
• Execute document production: copying, printing, assembling exhibits, serving pleadings, and preparing correspondence.
• Accept and process legal service (summonses, complaints, subpoenas); log and route service documents.
• Review, log, and distribute legal mail; manage incoming/outgoing communications as needed.
• Perform multi-court e-filing for stipulations, pleadings, motions, and related litigation filings.
• Conduct scanning and filing of legal documents.
• Open, maintain, and organize legal matters in physical case files and digital case management systems.
• Draft and prepare administrative documents, memos, and routine correspondence.
• Maintain neat and orderly filing systems and electronic document structures.
• Assist the Manager, Administration in processing and tracking settlement payments.
• Assist with vendor invoicing workflows (PO/Non-PO invoicing).
• Assist with preparing vouchers, requisitions, and related financial documents for approval.
• Provide coverage for other legal secretaries and support staff in their absence.
• Maintain confidentiality and discretion with sensitive materials, including personnel, medical, financial, and litigation documents.
• Assist with in-house events.

Required Knowledge/Skills/Abilities:

• Proficiency in Microsoft Office and ability to learn various departmental systems, including a case management system
• Excellent typing, proofreading, and document-production skills.
• Strong organizational ability and detail orientation; capable of managing multiple deadlines and calendars.
• Excellent oral and written communication skills; professionalism in attorney and external party interactions.
• Ability to maintain confidentiality of sensitive legal information.
• Strong judgment, discretion, and ability to work under pressure.

Required Education and Experience:

Previous experience in a legal department and/or law firm is essential:

• High School Diploma/GED and at least six years of legal secretarial experience, OR
• an associates degree with a minimum of four years legal secretarial experience, OR
• a bachelors degree with a minimum of two years legal secretarial experience

Other Information:

May need to work outside of normal work hours (i.e., evenings and weekends)

Travel may be required to other MTA locations or other external sites.

According to the New York State Public Officers Law & the MTA Code of Ethics, all employees who hold a policymaking position must file an Annual Statement of Financial Disclosure (FDS) with the NYS Commission on Ethics and Lobbying in Government (the Commission).

Equal Employment Opportunity

MTA and its subsidiary and affiliated agencies are Equal Opportunity Employers, including those concerning veteran status and individuals with disabilities.

The MTA encourages qualified applicants from diverse backgrounds, experiences, and abilities, including military service members, to apply.