Job Description

Under direction of the Division Chief or the Deputy Division Chief, with wide latitude for the exercise of independent judgment, The Director serves as the Document and Data Processing Systems Director in the Law Department. This unit provides services to all legal staff in all boroughs. Essentially, the Director manages the unit which is responsible for producing a very large integrated document assembly and processing function. There are about a dozen specialized software used within the unit; the Director ensures that these software are up to date and investigates and evaluates other technologies to determine what additional benefits would be available to the unit; recommends pilot proof of concept programs for evaluation and adoption, if found successful. The Director interacts and manages several outside vendors and reconciles invoices. The Director communicates and interacts with staff at all levels, ensures that the unit completes their assigned work on time and produces respective reports. Analyzes performance of the unit and recommends methods and technologies for improving productivity. Ensures that the staff is cross trained in many different types of work and staff development.

The job requires highly focused communication, leadership, management and technology skills, with creativity to review and take advantage of developing technologies.

• Plans and makes recommendations to agency management for the purchase and installation of computer software consistent with the mission of providing document, assembly, processing and office automation technology to the Law Department.

• Communicates with staff and agency’s managers to plan the implementation of programs and policies covering document management and assembly related software. Makes recommendations regarding administrative policy to executive management.

• Ensures that the Document & Data Processing Center meets standards of productivity, quality, time service and cost effectiveness for document management and processing and data processing services. Plans and coordinates an effective, efficient workflow by use of a computerized productivity measurement and workflow management system which provides automated controls for monitoring production deadlines in a fast-paced work environment.

• Trains, supervises and evaluates staff for the agency’s large Document Assembly & Data Processing Center which is required to work for extended hours and to arrange for as-needed typing assistance dictated by court deadlines.

• Directs the implementation of desktop application software including customization to enhance efficiency and standardization of appearance to meet Agency specifications. Ensures that all standards are compliant with court rules in City, State and Federal courts. Directs the desktop appearance of Agency application software for creation of legal documents utilizing agency standard templates and prototypes.

• Researches, recommends and develops software to ensure standardized production of all litigation documents across a variety of practices in City, State and Federal courts. Plans projects and programs to improve the agency’s capabilities in the areas of document management and assembly and related office automation applications, including voice technologies, graphics technologies, document assembly technologies, video technologies and AI.

Some of the tasks (not limited to) are:

• Document Management and Assembly function includes creating, editing and compliance by the legal format required:

o Table of Authorities

o Table of Content

o Record on Appeal

o Book Markings and Paginations

o Forms

o Personalized Notepads

o E-briefs

o Data Entry, which may consist of charts, spreadsheets, tables

o Division Chief Awards

o MS Forms

• Audio Transcription

• Video Editing and transcription

• Language services (translations, transcriptions, interpreters)

• Steno Services

• Graphics Services

• Manage Software

• Manage Vendors

• Others

o Manage WebOps

o Manage Consistent MS Word Ribbon throughout the Agency with Law Specific buttons

o Manage MS Rules for the shared email boxes used in the Operations Division

ADDITIONAL INFORMATION: You must be permanent in the Civil Service title of Administrative Staff Analyst

HOURS/SHIFT: This is a full-time position consisting of 35 hours per week.

WORK LOCATION: 100 Church St., N.Y.

TO APPLY: Click on the "Apply Now" button.

Qualifications

1. A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area. 18 months of this experience must have been in an executive, managerial, administrative or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; or

2. A baccalaureate degree from an accredited college and four years of professional experience in the areas described in "1" above, including the 18 months of executive, managerial, administrative or supervisory experience, as described in "1" above.

Additional Information

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.