Legal Secretary Assistant, Part-Time ID-2685

January 3, 2025

The NYC Employees’ Retirement System (NYCERS) seeks a highly motivated and detail-oriented individual to join their Legal Division as a Legal Secretary Assistant, Level 1. This position primarily supports the Correspondence Unit by reviewing and managing incoming and outgoing correspondence, assisting with case management, and contributing to the smooth running of the division.

Key Responsibilities

Correspondence Management:
- Review incoming correspondence from pensioners, members, beneficiaries, and external third parties, assigning to the appropriate business units.
- Draft and review outgoing letters to pensioners, members, beneficiaries, and other relevant parties, ensuring appropriate revisions are made before release.
- Efficiently assign and route correspondence to the correct business unit using knowledge of NYCERS’ business units and cases.
- Coordinate with team members to determine the best business units to respond to complex correspondence.
- Prepare correspondence reports for the Executive Director and leadership using Excel.
Case Management:
- Manage cases within the NYCEPAS system, overseeing workflow management and preparing case notes.
- Support Legal Division tasks as needed, maintaining strict attention to detail and ensuring tasks are completed accurately and efficiently.

Minimum Qualifications

An associate degree from an accredited college, with 12 semester credits in secretarial science, word processing, office automation, or office technology; OR
An associate degree and one year of satisfactory full-time professional general secretarial experience or six months of satisfactory full-time professional legal secretarial experience; OR
A high school diploma or its educational equivalent and two years of satisfactory full-time professional general secretarial experience or one year of satisfactory full-time professional legal secretarial experience.

Alternatively, a specialized training program in secretarial science or office technology or completion of 30 semester credits (including 12 credits in related subjects) may substitute for experience.

Skills Requirement

Typing Speed: Minimum of 55 words per minute.
Stenographic Skills: For assignments requiring stenographic skills, the ability to take legal dictation is necessary.

Preferred Skills

Excellent writing and editing skills.
Strong task focus with action-oriented collaboration.
Proficiency in Microsoft Office.
Knowledge of NYCERS’ business units and the variety of cases handled by the Legal Division.

55-a Program

This position is also open to qualified individuals with a disability eligible for the 55-a Program. If applicable, candidates should indicate their desire to be considered for the position under the 55-a Program in their resume and cover letter.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Key Responsibilities

Minimum Qualifications

Skills Requirement

Preferred Skills

55-a Program

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

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