Position Summary 

The Legal Assistant will work to support the attorneys by performing legal work in addition to clerical duties. The Legal Assistant communicates with members of the public, attorneys, judicial staff, and other departments. The Legal Assistant will work with other Legal Assistants and Clerks as part of a team to ensure that the responsibilities of the Unit are met. 

Essential Functions 

The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties, responsibilities, or essential functions. Duties may be modified, assigned, or reassigned as operational needs evolve, consistent with applicable law. 

• Drafting of complaints and other legal filings; 

• Prepare court notices, subpoenas for documents and witnesses, trial exhibits, service of process, etc.; 

• Input data/information into case management systems regarding all matters handled by the unit; 

• Assisting attorneys with the logistics of case management—including but not limited to tracking service, responses, and deadlines--document preparation, and trial.  

• Compile reports as needed for the Chief, the Chief’s chain of command, discovery and matters handled by the unit; 

• Research on departmental systems, Westlaw, and public records such as Philadox, Atlas, OPA. 

• Assist in preparing witnesses for hearings and requesting discovery; 

• Coordinate appearance of court reporters and technology providers;  

• Follow up on action items; 

• Liaise with client departments, including Department of Licenses and Inspections, Department of Public Health, Streets Department, and PPD; 

• Communicate with the public regarding judgment balances and negotiated payoffs; 

• Set up all new cases files, typically for Court of Common Pleas and Municipal Court; 

• Maintain attorney and group calendars for all hearings; 

• Copy, scan, fax and hand-deliver documents; 

• Redact sensitive information from discoverable documents;  

• Preserve electronic copies of documents for case files;  

• Additional duties as the Chief and the Chief’s chain of command require.  

Competencies, Knowledge, Skills and Abilities 

• Ability to maintain large volumes of documents and data utilizing databases such as Sharepoint; 

• Ability to work in a demanding and fast-paced setting; 

• Ability to work productively on one’s own, and collaboratively; 

• Ability to adapt and learn new systems/procedures; 

• Experience with Word, Excel, and Adobe Acrobat (including bates stamping, redaction, creating and splitting of pdfs); 

• Qualified candidates must be hard-working, organized, attend to detail, and have an eager, helpful attitude;  

• Excellent time management and organizational skills; 

• Excellent written and oral communication; 

• Excellent attention to detail. 

• Knowledge of legal concepts such as attorney-client privilege and relevance; 

• Knowledge of City procedures is a plus. 

Qualifications (Education and Experience) 

The ideal candidate will possess a bachelor’s degree or paralegal certificate and/or experience as an administrative assistant with specific experience with document drafting and management.   

Work Location & Onsite Expectations 

This position is designated as fully onsite and employees are expected to report in person five (5) days per week, in accordance with the City Policy. Regular on-site presence is an operational requirement of this role.  

Who Thrives in This Role 

This position is well-suited for candidates who are adaptable, collaborative, comfortable making decisions in real time, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment. 

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $45,478 to $62,371 - Commensurate with education and experience

Any questions related to this position should be directed to Joanna Klein, Chief Deputy City Solicitor, Litigation Division, Code & Public Nuisance Litigation Unit ([email protected]). 

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to [email protected].

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx