Legal Assistant Supervisor – Commercial Law Unit - 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 220 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 Corporate and Tax Group includes the Commercial Law Unit, Tax & Revenue Unit, Property Assessment Unit, Regulatory Law Unit, and Real Estate & Development Unit. 

The Commercial Law Unit is the City’s corporate general counsel.  It is a collegial, fast-paced, and challenging transactional division with a diverse workload impacting nearly every aspect of the City’s business.  Matters handled by the Unit run the gamut of complexity and scale, ranging from small order purchases, to medium sized contracts, to multi-million-dollar projects, to municipal securities transactions in the hundreds of millions.  Each project requires attention to detail, an analytical mind, and a knowledge of the City’s various contracting processes, priorities, offices, and departments. 

The Commercial Law Unit of the Law Department is seeking a Legal Assistant Supervisor to manage a team of six Legal Assistants. The Legal Assistants in this Unit support attorneys handling transactional matters by managing electronic and paper files, drafting and reviewing contracts, coordinating agreement execution, preparing correspondence and form agreements, and enhancing the Unit’s overall workflow and efficiency. 

The Legal Assistant Supervisor will oversee the daily operations of the Legal Assistant team, including assigning contracts, supervising the work of Legal Assistants, and establishing effective Unit practices. Additionally, this role will serve as the primary point of contact for attorneys on complex contracts and provide support to the Chief and Unit attorneys on specific matters as needed.

The ideal candidate should possess a paralegal degree or certificate from an ABA-approved institution and have relevant paralegal experience.

Essential Functions

• Supervise and manage the work of multiple legal assistants;
• Provide opportunities for training and mentoring;
• Foster and maintain a collegial, inclusive, and professional environment;
• Draft and review professional service contracts;
• Coordinate with the attorney of record and departmental conformance manager for review and approval of contract drafts and exhibits;
• Utilize the City's Automated Contract Information System (ACIS) to assist with the detailing workflow tracking of professional services contract and contract fiscal information and ensure that the corresponding General Provisions, contract exhibits, and applicable waiver information are uploaded;
• Process the final version of contracts and all contract exhibits for electronic signatures utilizing DocuSign;
• Organize and file correspondence, documents, and other papers for transactions as requested by the Unit’s attorneys;
• Send requests for information to relevant City agencies and following up to meet deadlines;
• Compile and maintain records of transactions handled by attorneys in the Commercial Law Unit and other Units;
• Compile weekly and quarterly reports as needed;
• Provide back-up support for hiring and recruiting efforts; and
• Support attorneys and other legal assistants as needed.

Competencies, Knowledge, Skills and Abilities

• Ability to support and supervise a team of legal assistants and professional staff
• Ability to train professional legal staff
• Ability to prioritize and manage a substantial workload
• Ability to manage a team of people
• Ability to maintain large volumes of documents and data utilizing databases such as Sharepoint
• Ability to write and speak persuasively
• Ability to work with multiple City Departments
• Excellent organizational and time management 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, SharePoint One Drive, Powerpoint)
  • Google Drive (Docs, Sheets, Slides, Forms)
  • Spreadsheets (Excel, Google Sheets)
• Knowledge of legal concepts such as attorney-client privilege and relevance is a plus

Preferred candidate will possess an Associate’s degree, paralegal certificate or equivalent and have experience supervising employees formally or informally, preferably in a legal setting.  

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

Salary Range: $59,834 to $74,488 - Commensurate with education and 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