Administrative Assistant

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 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 three (2) Administrative Assistants for the Special Education Hearings Division. The Administrative Assistants will be assigned to 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 Assistants 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 to manage and complete administrative tasks for a small cadre of Special Education Hearing Officers.

Responsibilities Will Include, But Are Not Limited To

• Perform accurate and timely data entry, scanning, and filing electronic legal documents into databases to ensure the Agency meets regulatory requirements and provides access to due
  
  

process for all parties.

• Create and maintain records for cases in electronic folders and databases while collaborating with Special Education Hearing Officers to ensure regulatory requirements are met.
• Coordinate communications between parents, NYC Public Schools and the Special Education Hearing Officers, by phone, email, and in formal written correspondence.
• Prepare and distribute highly confidential materials and legal documents in set office formats to parties to impartial hearings with strong attention to detail and within applicable timelines.
• Collaborate with Special Education Hearing Officers to schedule and manage conference and hearing dates for accurate data collection and entry, troubleshoot issues, and submit recordings
  
  

of proceedings for transcription.

• Perform other ad hoc clerical tasks with minimal supervision and within established deadlines as assigned by supervisors and management.
  
  

HYBRID OFFICE / REMOTE WORK SCHEDULE AVAILABLE AFTER INITIAL TRAINING PERIOD.

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.

PRINCIPAL ADMINISTRATIVE ASSOC - 10124

Minimum Qualifications

• 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
• 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
• 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;
• 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

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.

55a 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 Service 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 https://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.

Additional Information

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.