Legal Assistant

Nacba; Philadelphia (Philadelphia County); Hybride; USD 42 000 - 54 000; Plein temps

Avantages offerts par ce poste

Health insurance

Paid vacation

Public transportation benefits

Résumé du poste

City of Philadelphia is seeking a Legal Assistant in the Child Welfare Unit to manage records requests, support attorneys, and coordinate filings. The role emphasizes confidentiality and accurate tracking of deadlines in a fast-paced, in-person environment.

Responsibilities include drafting facts, preparing subpoenas, and collaborating with DHS staff, court personnel, and clients while maintaining strict privacy of sensitive records.

Qualifications

• Associate's Degree or paralegal certificate or equivalent combination of education and experience.
• Experience supporting attorneys, courts, or legal services environments preferred.
• Experience handling confidential records and legal documents is highly desirable.

Responsabilités

• Receive, log, and track requests for DHS records and related documents.
• Collaborate with attorneys and staff to prepare documents and exhibits.
• Draft Statements of Facts and prepare subpoenas and notices under attorney supervision.
• Electronically file petitions and related documents through PACFile or similar platforms.
• Maintain confidentiality and handle sensitive child welfare records with discretion.

Connaissances

Organizational skills

Attention to detail

Communication skills

Discretion and confidentiality

Proficiency with MS Office

Formation

Associate's Degree

Paralegal certificate

Outils

PACFile

Description du poste

Position Summary

The Legal Assistant for the Child Welfare Unit (CWU) will be responsible for receiving, logging, organizing, and maintaining a record of all requests for child welfare records kept by the CWU’s client, the City of Philadelphia Department of Human Services. Requests may include, but are not limited to, requests from clients, attorneys, courts, governmental agencies, child welfare agencies, and members of the public; discovery requests; subpoenas; court orders; and court-ordered safety assessments.

Under the direction and supervision of the Office Manager, with secondary direction and oversight from the Chief Deputy City Solicitor, the Legal Assistant is responsible for receiving, logging, assigning, and monitoring records requests to CWU staff and Law Department contract attorneys, maintaining accurate tracking systems, monitoring deadlines, and ensuring timely follow-up regarding outstanding requests. The Legal Assistant also serves as a point of contact for requestors, communicating applicable procedures and responding to logistical questions regarding records requests.

In addition, the Legal Assistant supports CWU attorneys in matters involving Voluntary Termination of Parental Rights, Involuntary Termination of Parental Rights, and Permanent Legal Custody proceedings. Under the direction of assigned attorneys, the Legal Assistant reviews DHS case records, prepares supporting documentation and exhibits, drafts Statements of Facts, prepares subpoenas and notices, electronically files petitions through PACFile, and coordinates the distribution of filings to relevant parties.

The Legal Assistant regularly collaborates with attorneys, DHS personnel, contract attorneys, court personnel, and colleagues throughout the Unit to support efficient operations and ensure continuity of service. The position requires the exercise of discretion, sound judgment, and strict confidentiality when handling sensitive child welfare records and legal documents.

This position may also perform other duties assigned by the Office Manager, the Chief Deputy City Solicitor, or other Law Department leadership. This summary is not intended to be an exhaustive list of all responsibilities.

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.

The duties of a Legal Assistant in the Child Welfare Unit (CWU) primarily consist of supporting the representation of the Department of Human Services (DHS) in matters before the Philadelphia Court of Common Pleas – Family Division. Responsibilities include, but are not limited to:

• Receiving, reviewing, assigning, and tracking requests for DHS records;
• Maintaining accurate logs and records regarding requests, assignments, productions, and related deadlines;
• Monitoring deadlines associated with records requests, court orders, subpoenas, and discovery obligations;
• Communicating with requestors, attorneys, agencies, court personnel, and members of the public regarding records request procedures and related inquiries;
• Assisting attorneys with case management, document preparation, document productions, and litigation support activities;
• Drafting Statements of Facts for Voluntary Termination of Parental Rights, Involuntary Termination of Parental Rights, and Permanent Legal Custody matters;
• Reviewing, organizing, and redacting confidential DHS and Community Umbrella Agency (CUA) records for production and court proceedings;
• Preparing subpoenas, notices, correspondence, and other legal documents under attorney supervision;
• Electronically filing petitions and related legal documents through PACFile and other filing platforms, as appropriate;
• Maintaining confidentiality and ensuring the secure handling of sensitive child welfare information and legal records;
• Collaborating with colleagues to ensure coverage of essential operational functions and continuity of service; and
• Perform other related duties as assigned.

Competencies, Knowledge, Skills, and Abilities

• Excellent organizational and time-management skills;
• Strong attention to detail and commitment to accuracy;
• Excellent customer service and interpersonal skills;
• Effective and professional oral and written communication skills;
• Ability to work independently, exercise sound judgment, and think proactively;
• Ability to manage competing priorities and meet deadlines in a fast-paced environment;
• Ability to maintain confidentiality and exercise discretion when handling sensitive information;
• Ability to interact professionally with paraprofessionals, attorneys, social workers, court personnel, clients, and members of the public in sensitive and emotionally charged situations;
• Proficiency with computer skills and platforms, including but not limited to the following:

• MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access)
• Google Drive (Docs, Sheets, Slides, Forms)
• Spreadsheets (Excel, Google Sheets, OpenOffice Calc)
• Email (mail merge, filters, folders, rules)
• Presentations/Slideshows (PowerPoint, Google Slides, OpenOffice Impress,Tableu)
• Microsoft Teams, Zoom, and other virtual platforms

• Experience with electronic filing systems, including PACFile, preferred;
• Ability to complete work assignments in a timely and accurate manner; and
• Commitment to advancing diversity, equity, inclusion, and belonging.

Qualifications (Education and Experience)

Preferred candidates will possess an Associate's Degree, paralegal certificate, or an equivalent combination of education and experience. Prior experience supporting attorneys, courts, legal services organizations, government agencies, social service agencies, and other professional office environments preferred. Experience handling confidential records, legal documents, records management systems, or litigation support functions is highly desirable.

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 real-time decisions, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment.

Additional Information

Did you know?

• 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 are a Public Service Loan Forgiveness Program-qualified employer
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility for the discounted medical plan.
• Employees receive paid vacation, sick leave, and holidays.
• Generous retirement savings options are available.

Any questions related to this position should be directed to Karen Fortune, Chief Deputy City Solicitor, Child Welfare Unit ([e-mail]).

The successful candidate must be a resident of the City of Philadelphia within 6 months of hire.

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 [e-mail]. For more information, go to the Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx.