In order to be considered for permanent appointment candidates must be reachable on the current Civil Service eligible list or be eligible for reassignment or transfer in accordance with Civil Service Law.
Duties Description
The candidate will work in the Main Office Division of Legal Affairs and provide administrative support for Records Access as well as Main Office Accident Damage Recovery (ADR) Program under the direction of Division of Legal Affairs attorneys engineers and professional staff.
The Legal Assistant’s primary responsibility is as an assistant to the Records Access Officer and the Main Office Accident Damage Recovery (ADR) Program. Those duties may include but may not be limited to:
Main Office ADR duties:
Maintain electronic ADR case files. Reconcile main office/regional files.
Produce quarterly bi-annual and annual reports for distribution.
Serve as a point of contact for ADR questions from Regional staff insurance companiescollection agencies ITS the Office of the Attorney General and individuals responsiblefor damage.
Assist in the administration of the ADR computer application.
Send collection letters and correspondence as appropriate.
Assistant Record Access Officer duties:
Assists the Records Access Officer and NYSDOT Legal staff in processing Freedom of Information Law (FOIL) requests in compliance with the Public Officers Law Department regulations and Department policy.
Interface with the public as well as NYSDOT program staff regarding FOIL requests such that every request is processed in accordance with the law.
Determines the appropriate Department office program area or Region to process a request for records and compiles the responsive documents. Reviews each request for sensitivity and coordinates within the Department to advise the proper level of management accordingly.
Upon receipt of the records from the Department office program area or the Region reviews large volumes of records and makes appropriate redactions prior to release.
Advises requester as to the availability of documents the basis for withholding or redacting any documents and the costs associated with receiving available documents.
Arranges for the transmittal of records upon receipt of any necessary payment.
Certifies records of the Department.
Coordinates with the Claims Unit in identifying FOIL requests concerning litigation or claims involving the State.
The Legal Assistant may also perform the following additional duties:
Provide support on appropriation claims by tracking claims gathering and distributing records scheduling meetings maintaining filing system and serving as a point of contact for Department attorneys and engineers regional staff the Office of Right-of-Way and the Attorney General’s Office.
Assist attorneys on Department Contract Review Unit matters including drafting routine correspondence receiving and distributing reports tracking contract and contractor status and providing updates to attorneys.
Prepare routine correspondence including drafting of Department orders resolutions and opinions.
Coordinate liens filed against the Department and coordinate with and provide support to the Department of Law in lien foreclosure actions.
Answer general questions from the public and Department staff and provide information regarding Department processes or procedures.
Perform document review compile and organize files and documentation; prepare and assist in the preparation of legal documents and forms; catalog information; update databases or spreadsheets; and prepare correspondence and subpoenas.
Responsibilities may include serving a role within the Incident Command System to support the department’s response to regional and statewide emergency situations.
Additional Comments
Telecommuting: The Department’s current telecommuting agreement is valid through December 31 2022 and is subject to extension beyond that date.
Pursuant to Executive Order 161 no State entity as defined by the Executive Order is permitted to ask or mandate in any form that an applicant for employment provide his or her current compensation or any prior compensation history until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.
