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Nexus Staff Inc. · 1 month ago

Executive Secretaries and Administrative Assistants

NY, NY

Full-time

Hybrid

New Grad, Entry Level

Nexus Staff Inc. is a staffing agency that provides administrative support services. They are seeking an Administrative Assistant to assist with recruitment processes, coordinate interviews, and manage various clerical tasks within the Bureau.

Staffing & Recruiting

Responsibilities

Provide a valuable source of new perspectives and potential optimization suggestions for improving the recruitment process

Focus on implementing suggestions that are both practical and likely to deliver significant improvements

Create a clear plan for implementing the chosen suggestion, including timelines and responsibilities

Conduct interviews for temporary employees

Coordinate interviews for potential hires

Assist with the recruitment and onboarding of new employees by submitting all technical requests to IT and ordering necessary equipment such as desk phones, laptops, and nameplates for new hires

Complete all administrative tasks required for year-round intern hiring process. The process includes scheduling interviews, sending correspondence, uploading documents to RMS, completing appointment forms, and other tasks

Supervise clerical staff. Assign work; identify and address performance issues; communicate performance issues to supervisees with reports that provide feedback; develop performance improvement plans as needed

Supervise mail review, sorting, and distribution to the assigned Assistant Attorney General (AAG)

Supervise clerical staff assisting with mailings. Assist with mail merges as needed

Serve as Bureau's point of contact for the agency for major projects or other agency-wide communications

Request court reporter/videographer using Veritext

Coordinate translation and interpretation services

Report all service issues for six (6) office printers. Receive ordered parts and replace them

Serve as the point person for the receipt and distribution of Class Action Fairness Act (CAFA) notices, Labor Law Section 215 notices, and other notices sent by the public to the Labor Bureau

Coordinate room reservations for meetings and subpoena hearings

Ensure that all visitors are added to the security list for office clearance

Communicate with the public and other parts of OAG to resolve issues with mail or court documents

Maintain and update Bureau SharePoint which includes: posting calendars, AODs, organization charts, directory, and Labor Bureau Press releases

Create and modify documents using Microsoft Office, Adobe Pro, and other programs

Post Labor Bureau AODs to office's public website and shared folder

Manage non-compete intakes and enter the information into NYMatters

Handle phone intakes and input the details into NYMatters. Assign intakes as needed

Provide administrative support to Bureau Chief and Deputy Bureau Chief such as scheduling meetings (examples include but are not limited to) i.e. new employee interviews, & subpoena hearings

Prepare agendas for meetings

Ensure that supervisors are reminded of the deadlines for performance evaluations for competitive employees

Schedule all travel arrangements for Bureau Chief, Deputy Bureau Chief, Section Chiefs, AAGs, and administrative staff

Utilize SFS website to submit travel receipts and other documents for approval and reimbursement of travel cards

Coordinate office equipment and administrative needs with IT and Administration

Communicate administrative/building issues with NYCAdminOp

Utilize the PAM database to archive documents. Search Archives in PAM and reach out to Records to confirm receipt of FOIL r

Archiving and filing closed case files and WC cases

Attend meetings with the Admin Bureau contacts

Coordinate with the Office Assistant to order supplies from the warehouse to maintain an adequate inventory

Deliver and collect time-sensitive items from the print shop while managing the attorney's office, mailroom, and other departments within the Office of the Attorney General (OAG)

Prepare cover letters, fax cover sheets, and envelopes for mailing attorney correspondence

Draft office policies and procedures for the handling and distribution of mail and faxes

Qualification

Microsoft OfficeAdministrative SupportTechnical Degree/CertificateSharePointSupervisory SkillsCommunication SkillsOrganizational Skills

Required