Administrative Assistant with Legal Background

Job Title: Administrative Assistant

Location: New York, NY - Onsite Role

Location: 6 -12 Months

Weekly hours - 35 Hours weekly

About Us:

At Cogent Infotech, we believe in creating opportunities that empower individuals and transform organizations. With over 21 years of excellence in consulting and talent solutions, we pride ourselves on building inclusive workplaces and driving innovation in everything we do. Our diverse teams bring unique perspectives to help deliver cutting-edge solutions to global clients across both public and private sectors.

Position Summary:

The Administrative Assistant is responsible for organizing and setting up remote hearings using Microsoft Teams, managing case documentation in SharePoint, and processing grievances by assigning case numbers and hearing officers. This role supports hearing officers administratively and ensures smooth coordination and tracking of case-related activities.

Key Responsibilities:

1. Set-up Remote Hearings via MS Teams for all Hearing Officers, which consist of sending MS Teams invite, preparing notices for the hearing officer s signature, entering case information into the VH SharePoint document sharing site.
2. Process incoming Grievances by assigning case numbers and hearing officers for all new grievances via Employee Service Connect. Prepare folders, update database and schedule all Grievances for Telephone Scheduling Conferences (TSC).
3. Set up and host TSCs via MS Teams including updating TSC Log of all outcomes.
4. Serve as a key person in setting up and hosting Right to Counsel (RTC) conferences via MS Teams including updating RTC Log of all outcomes.
5. Serve as back up to preparing Weekly Tenancy Calendar List for Defaults, Stipulations of Settlement, and Hearing Officer Decisions, which includes typing the Name of the Tenant/Grievant/Participant, Case Number, date of the decision, date case is posted into Tenant E-copy.
6. Assist with the processing of Client Ad Litem (GAL) invoices for payment. Verify services rendered by ensuring that all information on invoices, Settlement Declaration, and related documents is correct. Email GAL, if necessary, to make corrections on their documentation.
7. Serve as key person for entering information into a database indicating the outcome of continued hearings held daily by Hearing Officers.
8. Serve as key person in processing Litigation Hold Notices from the Law Department Appeals Unit for Transcript/File requests.
9. Serve as key person to produce CDs of audio and video recordings of administrative hearings for transcripts, subpoenas and FOIL requests.
10. Serve as backup in the coordination and preparation of administrative hearing files for attorneys/representatives to review.
11. Assist at the receptionist desk, when needed, which includes, but is not limited to, processing all parties and witnesses scheduled for administrative proceedings, answering high volume of telephone calls and instructing residents, grievants, participants, and applicants on the appropriate procedure for re-opening defaults. Set up first-time on and continued hearings
12. Prepare Hearing files for microfilming of records.
13. Review all ******** s Determinations of Status (******** s final determination on administrative matters) for accuracy against weekly calendar documents. Processfor stamp-signature and distribution.
14. Perform related duties.

Required Qualifications and Skills:

1. Knowledge of Termination of Tenancy Procedures, Grievance Procedures, Section 8
2. Administrative Hearings Procedures, and Applicant Appeal Procedures.
3. A minimum of two years full-time satisfactory general secretarial experience and two or
4. more years experience interacting with residents and with the public.
5. Proficient in typing.

Desired

• Ability to work in a fast-paced judicial environment.
• Excellent communication skills.
• Ability to interact effectively with residents, applicants, participants, and attorneys/representatives.
• Ability to handle high volume of telephone calls.
• Ability to perform multiple tasks and meet daily deadlines.
• Proficiency in Microsoft Access, Excel, Word, Teams and Outlook.

Equal Opportunity & Inclusion Statement

Cogent Infotech is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment where everyone feels welcome and valued. We encourage applications from individuals of all backgrounds, identities, abilities, and experiences. If you re excited about this role but don t meet every requirement, we still encourage you to apply

Application Process

Please submit your resume and a short cover letter through our online portal. Our process includes an initial resume review, a virtual interview, and a short technical assessment. If you need accommodations, feel free to inform us we are happy to assist.

Join Us

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