Legal Assistant 1 or Trainee (NY HELPS)

About the Role

The New York State Department of Agriculture and Markets is seeking a Legal Assistant 1 or Trainee to work within the Counsel’s Office. This is a permanent, office-based, full-time position (37.5 hours per week, Monday through Friday) located at 10B Airline Drive in Albany, NY. Opportunities for telecommuting may be available.

Key Responsibilities

• Compile and organize files and documentation.
• Assist with FOIL processing and FOIL document review.
• Prepare and assist in the preparation of legal documents and forms.
• Catalog information.
• Update databases or spreadsheets.
• Assist with calendaring of hearings and proceeding deadlines.
• Prepare correspondence and subpoenas.
• Conduct research.

Requirements & Tech Stack

The position is part of the New York Hiring for Emergency Limited Placement Statewide Program (NY HELPS). This allows for non-competitive appointments, meaning no examination is required, but all candidates must meet the minimum qualifications. Non-competitive appointments are expected to be converted to competitive status within one year.

NY HELPS Legal Assistant Trainee 1 Qualifications

• High school or high school equivalency diploma
• AND one year of clerical, administrative, or paraprofessional experience.

NY HELPS Legal Assistant Trainee 1 Qualification Substitution

• An associate degree (or higher) in any field, where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA).

NY HELPS Advanced Placement Qualifications

To be appointed at the Legal Assistant Trainee 2 level:

• High school or high school equivalency diploma
• AND one year of clerical, administrative, or paraprofessional experience
• AND an additional one year of full-time experience as a Paralegal/Legal Assistant.

To be appointed at the Legal Assistant 1, G-14 level:

• You must have two years of full-time experience as a Paralegal/Legal Assistant.

NY HELPS Legal Assistant 1, G-14 Qualification Substitution

• An associate degree (or higher) in a paralegal/legal assistant/legal studies program OR a certificate in a paralegal/legal assistant program where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA).
• OR an associate degree in any field where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA)
• AND one year of experience as a Paralegal/Legal Assistant.
• OR graduation from an accredited (ABA approved) law school with a degree required for NYS Bar will be accepted as meeting the educational and experience requirements.

Examples of Qualifying Experience for Paralegal/Legal Assistant

• Applies knowledge of the law and legal procedures in rendering direct assistance to lawyers, clients, and courts.
• Prepares and interprets legal documents and forms.
• Researches, compiles, and uses information from legal materials to provide both written and verbal comments on findings.
• Analyzes and handles routine procedural problems independently with minimal attorney oversight.

Examples of non-qualifying experience: receptionist, records clerk, bookkeeper, office manager.

70.1 Transfer Qualifications

To Legal Assistant Trainee 1:

• One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (e.g., Administrative Assistant 1, Office Assistant 2, Office Assistant 3, Program Aide).

To Legal Assistant Trainee 2:

• One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law.
• AND Completion of 3 acceptable courses in Paralegal coursework.

To Legal Assistant 1, G-14:

• One year of permanent, competitive service in a title designated as appropriate for transfer under Section 70.1 of the Civil Service Law (e.g., Administrative Assistant 2, Business Services Center Representative 2, Office Assistant 3).
• AND A) Possession of an associate's degree (or higher) in a paralegal/legal assistant program OR a certificate in a paralegal/legal assistant program where the degree or certificate was granted from a regionally accredited college or university, or college or university accredited by the Accrediting Council for Independent Colleges and Schools (ACICS), or one approved by the American Bar Association (ABA).
• AND B) Completion of all of the coursework requirements for the Legal Assistant traineeship.

70.4 Transfer Qualifications to Legal Assistant 1, G-14

• One year of permanent, competitive service in a Grade 12 title or higher.
• AND An associate's degree (or higher) in a paralegal/legal assistant program OR a certificate in a paralegal/legal assistant program where the degree or certificate was granted from a regionally accredited college or university, or college or university accredited by the Accrediting Council for Independent Colleges and Schools (ACICS) or one approved by the American Bar Association (ABA).

Substitution: Graduation from an accredited (ABA approved) law school with a degree required by New York State Bar admittance will be accepted as meeting the educational requirements.

Non-qualifying degrees include but are not limited to degrees in Criminal Justice, Legal Studies, Liberal Arts, Political Science, Business Administration and Business Management. Non-degree certificates of completion or diplomas awarded by a training institution or company not regionally accredited or accredited by ACICS or approved by the ABA are not qualifying.

• AND Received a passing score on the most recent Legal Assistant 1 examination.

Reinstatement Under Rule 5.4

• Previous permanent New York State employees who resigned may be reinstated to their former positions or to positions to which they were eligible for transfer or reassignment without further examination.
• Employees separated from their positions may be reinstated within one year of the date of their separation.
• Employees separated from their positions who have also been separated from state service for more than one year may be reinstated upon approval by the state Civil Service Commission.

55-b/c Qualifications

• High school or high school equivalency diploma
• AND one year of clerical, administrative, or paraprofessional experience.

55-b/c Qualification Substitution

• An associate degree (or higher) in any field, where the degree was granted from a regionally accredited college or university, or one approved by the American Bar Association (ABA).