Legal Assistant

Position Summary  

The Office of the General Counsel of the Board of Ethics is seeking a Legal Assistant to support the work of General Counsel staff. The Legal Assistant will coordinate the administrative and logistical aspects of team’s work on administrative enforcement proceedings, drafting and promulgation of Board regulations, training, and informal advice. The Legal Assistant will also be responsible for drafting and maintaining correspondence, acting as a point of contact for scheduling and advice requests, drafting procedural orders, and organizing and managing both electronic and paper files. 

Essential Duties & Responsibilities: 

Communications 

• Initiate and maintain communications with external parties including drafting cover letters, managing emails, scheduling hearings and reserving meeting space for adjudications and other administrative enforcement matters 

• Schedule and coordinate in-person and virtual ethics training sessions with City offices and City boards and commissions 

• Assist with maintenance and updating of public-facing educational materials including ethics manuals, brochures, website content, form letters, and explainers 

• Cultivate and manage intra-City department relationships and contact lists 

• Support official BOE social media including by scheduling posts and updating pre-formatted, recurring content 

Legal Research & Writing 

• Under the supervision of attorneys, draft basic legal documents including orders, memoranda, and other legal documents as needed 

• Assist with research, drafting, version control, and proofreading of regulatory and legislative work product 

• Assist attorneys with other research as needed 

Records Management 

• Serve as minute secretary for monthly Board meetings by recording, organizing, and distributing Board meeting minutes 

• Coordinate with Board staff to compile monthly Board meeting materials and annual report

• Organize and maintain paper and electronic records including documentation of formal and informal advice 

• Assist attorneys in creation and management of internal policies and procedures Administrative Support 

• Manage and update electronic tracking system for both informal guidance and training compliance programs 

• Update and manage shared calendars 

• Provide other administrative support as needed 

Competencies & Qualities: 

• Excellent organizational and time-management skills 

• Effective verbal and written communication, including professional telephone and email etiquette 

• Ability to work independently and proactively address challenges 

• Flexibility in taking on new tasks and learning new skills 

• Ability to manage and prioritize numerous assignments 

Skills and Abilities: 

• Strong interpersonal skills 

• Computer skills required for the position include: 

• Microsoft Office (Word, Excel, Outlook, PowerPoint) 

• Zoom (meeting scheduling, polls, registration) 

• Computer skills preferred for the position include: 

• Google Suite (Docs, Sheets, Slides, Forms) 

• Online engagement tools (Buffer, Bitly) 

• Additional preferred skills & abilities: 

• Experience exercising discretion and confidentiality with sensitive information 

• Understanding of legal concepts such as attorney-client privilege, burdens of proof 

Associate or bachelor’s degree strongly preferred, high school diploma or equivalent (GED) considered with 4+ years of relevant experience. A degree in paralegal studies from an ABA-approved program is a plus. Minimum of 2 years of experience working in an office setting. Experience in the legal, social service, education, or non-profit sectors preferred. 

Candidates may be asked to provide references or additional materials. 

All questions regarding this posting should be directed to Senior Staff Attorney Tom Klemm at thomas.klemm@phila.gov or 215-686-9450. 

TO APPLY: Interested candidates must submit a resume.

Salary Range: $48,000-$60,000

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 faqpchr@phila.gov.

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