This position encompasses responsible work of varying degrees of difficulty and responsibility performed under the supervision of higher-level staff with latitude for independent judgment. The selected candidate will handle the efficient running of Communications and Docketing as a Deputy Unit Chief. They will be responsible for general customer services involving telephone inquiries from the public and clients. They will also be responsible for collecting, assembling, and analyzing service of process of papers to make the determination of which division would best handle the matter; Compiling reports through Excel to track statistics of incoming and outgoing work products; Coordinating workflow in a manner that utilizes production hours both efficiently and appropriately. The selected candidate will be the point person for special mailing projects to be mailed out. They will rely upon various databases and IT systems to research and respond to inquiries and questions; Assess and evaluate staff skills and related procedures to ensure appropriate professional development; Oversee the Service ECF mailbox to direct correspondence and service to correct staff for entry and flocking to the divisions; Print and log all notices of claims served for the day, compile reports, and forward to messengers for scanning and sending to the Comptroller’s office. Other responsibilities include but are not limited to the following:

- Oversee Unit work schedules and assignments, including administrative personnel matters, and service initiatives
- Conduct studies of the Unit’s administrative procedures and practices, troubleshoot, resolve, and monitor processes to ensure compliance.
- Audit production levels, evaluate staff performance, and take appropriate steps to improve skills
- Liaison with clients, and vendors to coordinate projects, or special requests, and negotiate production timeframes.
- Ensure the accurate identification and efficient routing of all incoming legal documents production for the Agency.
- Coordinates the Unit staff and resources in the processing of legal documents and/or other forms and papers related to legal proceedings and transactions.

- Maintain quality standards for data entry and matters in Law Manager throughout each stage of litigation
- Train staff to follow Law Department protocols for workplace safety.
- Responsible for data collection and analysis of Unit-specific quantitative information, including mail and postage usage; productivity time and motion; cumulative incoming mail quantities; and other statistical and narrative reports and special projects as needed.

- Approve staff timesheets and e-form overtime as needed.

- Oversee and monitor merge folder for tort cases received by personal service.

- Participate in 1st 2nd and 3rd level mail sort.
- Create and maintain a routing guide for division personnel who are authorized to accept emails about served cases.


Additional Information: Only candidates who are serving as a permanent Clerical Associate may apply.


NOTE: This position is open to qualified persons with a disability who are eligible for the 55-a Program. Please indicate in your cover letter and resume that you would like to be considered for the position under the 55-a Program.


Please note that the $4,000 supervisory differential is included in the salary above.


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.

Qualification Requirements
A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and one year of satisfactory clerical experience.
Skills Requirement
Keyboard familiarity with the ability to type at a minimum of 100 key strokes (20 words) per minute.

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.