Legal Secretary

Philadelphia Corporation; Philadelphia (Philadelphia County); On-site; USD 38,000 - 45,000; Full time

Job summary

The Philadelphia Corporation for Aging is seeking a dedicated Legal Secretary to provide essential secretarial support to the Office of the General Counsel. This full-time position requires extensive experience in a legal setting, strong organizational skills, and mastery of Microsoft Office applications. The successful candidate will manage litigation files, prepare legal documents, and ensure compliance with confidentiality protocols. The role offers benefits including medical coverage and a retirement plan, contributing positively to the well-being of older Philadelphians.

Benefits

Medical, prescription drug, vision, and dental coverage

Flexible spending plan

Life insurance and disability insurance

403(b) retirement plan with employer contributions

Annual paid time off (holidays, sick days)

Qualifications

• At least 4 years of experience as a legal secretary.
• Mastery of electronic filing and office equipment.
• Comfortable with taking shorthand (preferred).

Responsibilities

• Provide secretarial support to the Office of the General Counsel.
• Organize and maintain litigation files, manage calendars and schedules.
• Prepare legal documents and correspondence, ensuring confidentiality.

Skills

Microsoft Word

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Organizational Skills

Business Writing

Multi-tasking

Transcription

Education

High school diploma or GED

Business school graduate

College degree (strong preference)

Job description

Description

Company name: Philadelphia Corporation for Aging

Title of position: Legal Secretary

Position type: Full Time

Pay range: $38,500.35-$44,568.90 varies with experience.

Location: PCA Main Building

THE ORGANIZATION

A private nonprofit organization founded in 1973, Philadelphia Corporation for Aging (PCA) is a large agency that is part of the Area Agency on Aging (AAA) nationwide network. Founded as a result of the federal Older Americans Act, the AAAs are mandated to “facilitate the area-wide development and implementation of a comprehensive, coordinated system for providing long-term care in home and community-based settings, in a manner responsive to the needs and preferences of older individuals and their family caregivers.” PCA carries out this mission through advocacy, stewardship of public funding, planning, development and administration of programs, and service coordination.

The mission of PCA is to improve the quality of life for older Philadelphians and those with disabilities and assist them in achieving the greatest possible levels of health, independence, and productivity.

Benefits:

• Medical, prescription drug, vision, and dental coverage
• Flexible spending plan (health and dependent care)
• EAP, life insurance, short- and long-term disability insurance
• Pre-tax commuting, and parking benefits
• 403(b) retirement plan with employer contributions and optional employee pre-tax contributions.
• Annual paid time off includes holidays, sick days, personal days, and weeks' vacation depending on tenure.

Requirements

Description of Roles: Under the supervision of the General Counsel (“GC”), Associate General Counsel (“AGC”) and Assistant Counsel (“AC”) (collectively, “OGC Management”) provides secretarial and clerical support to the Office of the General Counsel (“OGC”).

Required Education:

High school diploma, GED or business school graduate

College courses or other education/seminars on legal topics

Strong preference for candidates with college degrees

Required Experience:

A minimum of four (4) years’ experience as a legal secretary

Mastery of Microsoft Word, Outlook, Excel and PowerPoint

Mastery of electronic filing

Expertise in using and trouble-shooting telephones (including setting up conference calls), photocopiers, printers and fax equipment

Demonstrated record of multi-tasking

Demonstrated record of organizational skills and business writing skills

Demonstrated record of timely completion of assignments

Expertise in transcription; ability to take shorthand desired

Job Responsibilities:

a. Subject to Management and Oversight by the GC, AGC and AC: Receives assignments, supervision and feedback from GC, AGC and AC. Makes all requests to the designated member of OGC Management for changes to work hours, vacation time, sick time and other time off of work. Immediately advises the designated member of OGC Management about any changes to scheduling or time off. Submits his or her time-sheets to the designated member of OGC Management consistent with PCA’s policies and practices.

b. On-time Arrival: On-time arrival and presence in the office are essential functions of the position. Accordingly, Flextime and Telecommuting are not available for this position. On rare occasion, OGC Management may ask the Legal Secretary to arrive early or stay late.

c. Confidentiality: Given the highly confidential work performed by the OGC, the Legal Secretary is subject to highest level of confidentiality and may not discuss OGC matters with anyone outside of the OGC without the explicit approval of the member of OGC Management who is managing the matter at issue.

d. Pleadings Preparation, Service and Court Hearing Coordination: The Legal Secretary is expected to master the entire lifecycle of all categories of Orphans’ Court matters handled by the OGC. The Legal Secretary will also be expected to master administrative duties and template forms associated with all other common types of litigation handled by the OGC.

e. Courier Service Coordination: Arrange for courier service for legal documents, court filings and subpoenas. Adhere to follow-up procedures set forth in the OGC Standard Operating Procedures Manual.

f. Litigation Files: Organize and maintain accurate, up-to-date litigation files, including inputting data into relevant file indices, as more fully described in the OGC Standard Operating Procedures Manual.

g. OGC Records: Under the direction of OGC Management, the Legal Secretary shall assist in file maintenance.

h. Records Request Coordination: In response to court, agency or third-party requests and subpoenas for records, the Legal Secretary shall, as directed by GC, AGC or AC, handle same in accordance with the OGC Standard Operating Procedures Manual.

i. Legal Library: The Legal Secretary shall timely update all OGC Library materials in accordance with the OGC Standard Operating Procedures Manual.

j. General Secretarial Duties: The Legal Secretary shall provide secretarial support as needed including, but not limited to, preparing correspondence, memoranda, legal documents and reports from dictation tapes, handwritten/corrected copy material or e-mail.

k. Composing Documents: Independently compose and prepare general correspondence and complete standard legal forms following legal practices and procedures guidelines.

Calendar Management: The Legal Secretary shall schedule appointments, coordinate meetings and court schedules, creating and maintaining the records required by the OGC

Professional Characteristics:

Must be a self-starter, who uses initiative to identify, execute and complete routine and non-routine tasks

Ability to work independently

Clear, concise, calm, pleasant and courteous communicator

Highly developed ability to prioritize and execute tasks in an organized, logical manner

Ability to maintain strict confidentiality

Must be flexible regarding non-routine assignments and changing office priorities

For information on Philadelphia Corporation for Aging, including more information on our company culture, visit our website at https://www.pcacares.org/

All applicants will receive an acknowledgement that their application has been. Those candidates selected for further consideration will be contacted.

Philadelphia Corporation for Aging is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.