Executive Secretaries and Administrative Assistants - Now Hiring

Job Title: Administrative Assistant
Employment Type: Contract
Work Hours: 40 hrs./week
Work site: 100% Onsite
Location: 146 State Street Albany, NY 12207
Job Duration: 9 Months
Closing: 09/18/2025.
#CB

Job Responsibilities:

• The candidate, working with the Legal Assistant II, will perform a variety of paraprofessional and administrative tasks.
• The candidate must be willing to learn and become familiar with Surrogate Court forms and processes.
• Able to use basic math to review trusts and estates accounting documents
• Navigate several different enterprise data management systems and the New York State Court Electronic Filing system
• Must be able to take direction; be detail oriented; and have good proof-reading skills.

The legal assistant's specific duties will include:

• Opening and reviewing incoming mail and documents submitted via email to identify, sort and distribute to the assigned AAGs.
• Open new matters in NYMatters; create file folders for new matters; organize paper files in filing cabinets.
• Generate and send registration letters and deposit checks received by the office.
• Scan court notices, wills, trusts, pleadings and accountings and posting to a Word directory and NYMatters, the office's case management system.
• Update matters in NYMatters including adding notes and documents; archive files; request archived files; and create and process archive lists.
• Review files, including informal accountings, for approval by AAG's.
• Correspond by email and telephone with attorneys, as requested by AAGs.
• Respond to numerous inquiries from attorneys and the public by telephone and email.
• Review, print, scan, email and mail legal documents, as requested by AAGs.
• Close files in NYMatters
• Calendar meetings and deadlines for T & E Section.
• Assist AAG's in litigation, including preparing petitions and other court documents; compiling and responding to discovery; filing documents in court; and preparing for trial.
• Other duties as requested by AAGs.

Preferred skills:

• Organization and attention to detail, ability to multi-task and learn new software systems (i.e., NYMatters and FileNet).
• Adobe PDF, Microsoft Word, Microsoft Excel

Education & Experience:

• High School Diploma or Equivalent
• Minimum 1-2 years of experience working in an office setting

Miscellaneous Information

• Hours: M-F, 8-4 or 9-5, 40 hours per week.
• Street metered parking or private lots available nearby. Nearest private lots are $5 to $10 per day, or monthly, $125 and up. If employee is willing to walk, the fees for lots further from downtown are typically less.
• Busses drop off/pick up facility available at Empire State Plaza.
• Interview will be conducted in person at our State St. office in Albany.
• Training will be provided.

The Nexus Staff Difference:

• Our outstanding healthcare coverage, including dental and vision, begins in just 30 days after you join us.
• We offer weekly payments via ACH (Automated Clearing House).
• Serving as Prime Vendors to New York State and New York City for over 10 years.