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 one (1) Administrative Assistant for the Special Education Hearings Division. The Administrative Assistant 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 Assistant 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.

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.

MINIMUM QUALIFICATIONS

1. 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
2. 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
3. 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;
4. 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

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.

• 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