Assistant Supervisor, OATH Calendar Unit

About OATH:

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. As the City’s central, independent administrative law court, OATH adjudicates a wide range of matters filed by nearly every city agency, board and commission. OATH also houses the Center for Creative Conflict Resolution which provides mediation and restorative justice support to City government agencies and the general public, and the Administrative Judicial Institute, a resource center that provides training, continuing education, research and support services for administrative law judges and hearing officers.

Job Description:

The OATH Trials Division seeks to hire a full-time Assistant Supervisor of its Calendar Unit. The Assistant Supervisor will provide leadership and administrative support on a daily basis for the Calendar Unit Supervisor, the Unit’s staff, and the judges, will schedule cases for the judges’ trials and conferences, and must maintain accurate data entries. Coordinates and manages the Trials Division calendars in all respects.

Specific duties will include, but are not limited to:

• Provides guidance, training, and direction to staff members in the performance of their duties and evaluates staff’s performance to assist and in the absence of the Unit’s Supervisor. Serves as back-up to help supervise sub-managerial employees in the Calendar Unit. Trains new staff and teaches all staff to navigate Law Manager and to read, understand, and update judges’ calendars.
• Intakes newly filed agency petitions and saves in Law Manager database and distributes as needed emails, judges’ comments, petitions and other documents. Responds to inquiries about scheduling.
• Provides conference and trial dates as needed.
• Answers calls and emails from the judges, the public, and the litigants.
• Calendars and maintains data for Department of Correction (DOC) cases. Assigns daily calendar to staff. Maintains the calendar for judges in for DOC cases and produces weekly and periodic reports of data as needed for DOC cases.
• Personally prepares and produces accurate daily, weekly, monthly, and yearly calendars as needed for judges and staff, and coordinates the individual judges’ Outlook calendars.
• Assists the Supervisor to coordinate staff functions, communicates protocols to staff, monitors staff compliance, and provides staff with feedback.
• Timely schedules cases and ensures timely scheduling of conferences and trials by Calendar Unit staff.
• Schedules conference calls and videoconference sessions (currently via Webex) with multiple parties.
• Masters Law Manager and other software as needed.
• Updates files and databases daily.
• Provides administrative support to the judges and assists Supervisor with communications with other agencies and with other units and divisions within OATH as needed.
• Anticipates problems and recommends solutions.
• Arranges coverage of the work when staff members are absent or out of the office.
• Corresponds with agency representatives, attorneys, and pro se respondents.
• Responds to inquiries about scheduling and other Trials Division procedures.
• Manages both in-person and virtual proceedings; greets the public, answers questions from visitors, directs litigants to the courtrooms, and provides back-up to set up courtrooms when staff are out.
• Prepares all written materials accurately and with correct spelling and grammar.
• Performs data entry, scanning, and filing electronic documents into the agency’s databases.
• Runs data reports from the database.
• Uses agency recording software and headphone equipment.
• Proof-reads and corrects data, reports, and correspondence in accordance with instructions.
• Performs additional tasks and special projects as assigned.
• Develops a team approach within the Tribunal. Works with OATH colleagues in a cooperative manner within and across units and other divisions.

The candidate must be capable of exercising sound judgment under supervision, maintain the confidentiality of sensitive investigative and adjudicatory information, and must be a strong team player.

The Calendar Unit Supervisor will be required to multi-task in a fast-paced environment, use sound judgment based on knowledge of OATH’s policies and procedures, as well as provide courteous and professional service to the public.

HYBRID OFFICE / REMOTE WORK SCHEDULE MAY BE AVAILABLE AFTER INITIAL TRAINING PERIOD, SUBJECT TO THE NEEDS OF THE TRIBUNAL.

COMMUNITY COORDINATOR - 56058