What are the responsibilities and job description for the Unit Secretary position at Manhattan District Attorney's Office?

Division / Unit : Support Services / Grand Jury Stenographers

Civil Service Title : Community Associate

Position Title : Unit Secretary

Salary Range : $49,806 - $51,749

Job Description :

The New York County District Attorney's Office (DANY) has an immediateopening for a Unit Secretary in the Grand Jury Stenographers Unit. The Unit plays a critical role in creating and preserving the detailed record of the grand jury's activities, ensuring that all spoken words are captured accurately for legal proceedings, as these records play an essential role in the investigation, preparation of legal arguments, or potential trials, and may have significant legal consequences. In this position, the Unit Secretary is responsiblefor providing secretarial, clerical, and receptionist support to the Unit.

Responsibilities include but are not limited to :

Answer and manage telephone inquiries, ensuring accurate message delivery in a timely manner.
Greet internal customers and efficiently direct them to the appropriate staff or department.
Enter daily grand jury data into the designated database with accuracy and attention to detail.
Monitor and address email requests for transcript orders, ensuring timely and precise processing.
Compile and prepare transcripts for distribution as required.
Prepare and process monthly grand jury reporter billing using Excel.
Track and manage steno machine maintenance and replacement schedules using Excel.
Oversee and maintain office supplies to ensure smooth operation of the unit.
Perform additional secretarial, clerical, and receptionist duties as assigned by management or as needed.

In addition to the Minimum Qualification Requirements, candidates must possess the following :

Level 1 - High school degree required and one (1) year of experience in administrative work or equivalent.

Level 2 - High school degree required and two (2) years of experience in administrative work or equivalent.

Preferred Requirements / Skills :

Excellent Interpersonal, Organizational, and Communication Skills – Ability to effectively interact with others, stay organized, and communicate clearly across various channels.

Proficiency in Microsoft Office Suite – Strong working knowledge of Microsoft Word, Excel, and PowerPoint.

Confidentiality and Sensitivity – Ability to handle sensitive information with the utmost discretion and maintain confidentiality at all times.

Adaptability in a Fast-Paced Environment – Capable of managing multiple assignments, meeting deadlines, prioritizing competing needs, and adjusting to workflow changes in a dynamic setting.

Independent and Team-Oriented Work Ethic – Ability to work autonomously while also collaborating and cooperating effectively within a team environment.

Proactive and Initiative-Driven – Demonstrates a strong ability to take initiative and anticipate needs without constant supervision.

Attention to Detail and Follow-Up – Exceptional focus on accuracy and thoroughness, ensuring that tasks are completed with precision and follow-through.

Compliance with Policies and Procedures – Ability to follow instructions and apply established policies, procedures, and guidelines accurately.

Hours / Shift :

Monday - Friday from 9 : 30 AM- 5 : 30 PM, with the flexibility by management to adjust if needed.

Must be able to primarily work in-person with some flexibility to work from home depending on the daily grand jury scheduling to be determined by management.

How to Apply :

Apply with a Cover Letter and Resume.

Additional Information :

Current office employees : To be eligible for a transfer or promotion, staff must have already served at least one (1) year in their current position and be in good standing. In addition, must meet the minimum qualifications of the position.

Looking for candidates that could commit to one (1) year to the hiring Unit.

Authorization to work in the United States is required for this position.

Minimum Qualification Requirements :

High school graduation or equivalent and three years of experience in community work or community centered activities in an area related to duties described above; or

Education and / or experience which is equivalent to "1" above.

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 .

Residency Requirement :

City Residency is not required for this position.

The New York County District Attorney’s Office 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.

Salary : $49,806 - $51,749

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