Legal Assistant - Executive Support - Executive Office - City of Philadelphia

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The City of Philadelphia Law Department acts as general counsel for the entire City government structure. We provide legal advice to all City officials, employees, departments, agencies, boards, and commissions concerning any matters related to the exercise of their official powers.

The Law Department's civil practice includes unique issues involving public interest in business, health, safety, commerce, civil rights, taxation, and community development. We employ more than 240 attorneys and 100 professional staff to support seamless operations, reduce legal liability for the City, and challenge threats to quality of life impacting the taxpayers of Philadelphia.

We are an ever-evolving Department where all are empowered to reach their full potential, to collaborate with clients as true partners, and to see their work have real impact on the city of Philadelphia. We celebrate the diversity of our staff, the City’s workforce, and the residents whom we serve and promote an environment of comradery, accountability, and inclusiveness.

The Executive Team for the City of Philadelphia Law Department consists of the City Solicitor, First Deputy City Solicitor, the Chairs of the Litigation, Corporate & Tax, Social Services, and Legislation & Compliance Groups, Director of Administration, Director of Professional Development, Diversity, Equity and Inclusion, and Director of Communications.

The Legal Assistant will provide executive level support for various members of the Executive Office and floor.  Excellent organizational skills are required for this exempt position.  This person must be able to work independently, have great communication skills and possess excellent organizational and project management skills. This position involves interacting with various department members and regularly engaging with the public; addressing inquiries via phone, email and general correspondence

Essential Functions

In addition to the Position Summary, responsibilities may include, but are not limited to:

• Greet and welcome visitors; liaise with building security to coordinate visitors
• Handle incoming calls to the Department, including providing resources where appropriate, to assist taxpayers, residents, and City employees.
• Preparing letters and other correspondence for Executive Team
• Monitor and manage news alerts relevant to Law Department business.
• Sort and distribute incoming mail, periodicals, and reference materials to the appropriate recipients.
• Ensure that public notices are scanned and forwarded to the correct units and departments.
• Inspect and monitor the floor for any building maintenance or safety issues, reporting to the Deputy Director of Administration
• Filing pleadings with courts of various jurisdictions.
• Assist with Law Department programming or projects where needed.
• Managing conference room and resource scheduling.
• Managing travel arrangements.
• Perform other administrative duties as assigned and needed.

Competencies, Knowledge, Skills and Abilities

• Excellent organizational skills
• Superior customer services skills
• Effective and professional oral and written communication
• Ability to work independently and think proactively
• Ability to manage and prioritize numerous assignments
• Computer skills required/desired for the position include:
  • 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)
  • Microsoft Teams, Zoom and other virtual platforms
• Ability to complete work projects in a timely and accurate manner
• Commitment to advancing diversity, equity, and inclusion
• Experience exercising discretion and confidentiality with sensitive information

Preferred candidate will possess an Associates degree, paralegal certificate or equivalent and have experience in a legal or municipal setting.

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

Salary Range: $43,076 to $59,077 – Commensurate with experience

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 6 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 faqpchr@phila.gov.

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