Job Description

Position Summary

The Commercial Law Unit of the Law Department is seeking to fill a Legal Assistant role. The Legal Assistant will support attorneys working on transactional matters by overseeing electronic and paper file management, drafting and reviewing contracts, facilitating the process of executing agreements, drafting correspondence and form agreements, and aiding the overall workflow and productivity of the unit.

Essential Functions

• Draft and review of professional service contracts and working with attorneys in the Commercial Law Unit and other Units as well as contract managers in departments throughout the City in moving contracts from initiation to conformance through the City’s automated contract system.

• 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;

• Collaborating on several projects which often include working with attorneys and staff;

• Organize and file correspondence, documents, and other papers for transactions as requested by the Unit’s attorneys;

• Sending 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;

• Compiling weekly and quarterly reports as needed;

• Providing back-up support for hiring and recruiting efforts; and

• Supporting attorneys and other legal assistants as needed.

Competencies, Knowledge, Skills and Abilities

• 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

Qualifications

This is an entry level position. A degree in paralegal studies from an ABA approved program is a plus. Candidates who have experience with contract drafting or management will also be given additional consideration.

Additional Information

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

Salary Range: $43,076 to $59,076 – 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 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!

Interested candidates should apply through SmartRecruiters:

Any questions related to this position should be directed to Amanda Stewart Hause, Chief Deputy City Solicitor (amanda.stewart.hause@phila.gov).

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