Legal Assistant - Child Welfare Unit

Job Description

Position Summary 

The Legal Assistant for the Child Welfare Unit (CWU) will be responsible for receiving, logging, organizing, and maintaining a record of all requests for child welfare records kept by the CWU’s client, the City of Philadelphia Department of Human Services. Requests may include, but are not limited to, requests from clients, attorneys, courts, governmental agencies, child welfare agencies, and members of the public; discovery requests; subpoenas; court orders; and court-ordered safety assessments.  

Under the direction and supervision of the Office Manager, with secondary direction and oversight from the Chief Deputy City Solicitor, the Legal Assistant is responsible for receiving, logging, assigning, and monitoring records requests to CWU staff and Law Department contract attorneys, maintaining accurate tracking systems, monitoring deadlines, and ensuring timely follow-up regarding outstanding requests. The Legal Assistant also serves as a point of contact for requestors, communicating applicable procedures and responding to logistical questions regarding records requests.  

In addition, the Legal Assistant supports CWU attorneys in matters involving Voluntary Termination of Parental Rights, Involuntary Termination of Parental Rights, and Permanent Legal Custody proceedings. Under the direction of assigned attorneys, the Legal Assistant reviews DHS case records, prepares supporting documentation and exhibits, drafts Statements of Facts, prepares subpoenas and notices, electronically files petitions through PACFile, and coordinates the distribution of filings to relevant parties.  

The Legal Assistant regularly collaborates with attorneys, DHS personnel, contract attorneys, court personnel, and colleagues throughout the Unit to support efficient operations and ensure continuity of service. The position requires the exercise of discretion, sound judgment, and strict confidentiality when handling sensitive child welfare records and legal documents.  

This position may also perform other duties assigned by the Office Manager, the Chief Deputy City Solicitor, or other Law Department leadership. This summary is not intended to be an exhaustive list of all responsibilities.

Essential Functions 

The functions listed below are intended to describe the general nature and level of work performed in this role. They are not intended to be an exhaustive list of all duties, responsibilities, or essential functions. Duties may be modified, assigned, or reassigned as operational needs evolve, consistent with applicable law. 

The duties of a Legal Assistant in the Child Welfare Unit (CWU) primarily consist of supporting the representation of the Department of Human Services (DHS) in matters before the Philadelphia Court of Common Pleas – Family Division. Responsibilities include, but are not limited to:  

• Receiving, reviewing, assigning, and tracking requests for DHS records;  

• Maintaining accurate logs and records regarding requests, assignments, productions, and related deadlines;  

• Monitoring deadlines associated with records requests, court orders, subpoenas, and discovery obligations;  

• Communicating with requestors, attorneys, agencies, court personnel, and members of the public regarding records request procedures and related inquiries;  

• Assisting attorneys with case management, document preparation, document productions, and litigation support activities;  

• Drafting Statements of Facts for Voluntary Termination of Parental Rights, Involuntary Termination of Parental Rights, and Permanent Legal Custody matters;  

• Reviewing, organizing, and redacting confidential DHS and Community Umbrella Agency (CUA) records for production and court proceedings;  

• Preparing subpoenas, notices, correspondence, and other legal documents under attorney supervision;  

• Electronically filing petitions and related legal documents through PACFile and other filing platforms, as appropriate;  

• Maintaining confidentiality and ensuring the secure handling of sensitive child welfare information and legal records;  

• Collaborating with colleagues to ensure coverage of essential operational functions and continuity of service; and  

• Perform other related duties as assigned.

Competencies, Knowledge, Skills and Abilities 

• Excellent organizational and time-management skills;  

• Strong attention to detail and commitment to accuracy;  

• Excellent customer service and interpersonal skills;  

• Effective and professional oral and written communication skills;  

• Ability to work independently, exercise sound judgment, and think proactively;  

• Ability to manage competing priorities and meet deadlines in a fast-paced environment;  

• Ability to maintain confidentiality and exercise discretion when handling sensitive information;  

• Ability to interact professionally with paraprofessionals, attorneys, social workers, court personnel, clients, and members of the public in sensitive and emotionally charged situations;  

• Proficiency with computer skills and platforms, including but not limited to the following:  

• 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)   

• Presentations/Slideshows (PowerPoint, Google Slides, OpenOffice Impress, Tableu)   

• Microsoft Teams, Zoom, and other virtual platforms   

• Experience with electronic filing systems, including PACFile, preferred;  

• Ability to complete work assignments in a timely and accurate manner; and  

• Commitment to advancing diversity, equity, inclusion, and belonging.

Qualifications

Preferred candidates will possess an Associate's Degree, paralegal certificate, or an equivalent combination of education and experience.

Prior experience supporting attorneys, courts, legal services organizations, government agencies, social service agencies, and other professional office environments preferred. Experience handling confidential records, legal documents, records management systems, or litigation support functions is highly desirable.

Additional Information

Work Location & Onsite Expectations 

This position is designated as fully onsite, and employees are expected to report in person five (5) days per week, in accordance with the City Policy. Regular on-site presence is an operational requirement of this role.  

Who Thrives in This Role 

This position is well-suited for candidates who are adaptable, collaborative, comfortable making real-time decisions, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment. 

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

Salary Range: $45,478 - $62,371 - 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 - 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities. 

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

Any questions related to this position should be directed to Karen Fortune, Chief Deputy City Solicitor, Child Welfare Unit (karen.fortune@phila.gov).

*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

Company Description

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 a 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 Law Department's Child Welfare Unit (CWU) represents the City of Philadelphia Department of Human Services (DHS) in all aspects of its work in investigating reports of child abuse and child neglect and providing services to children and families in need. The CWU is a collegial, fast-paced, challenging unit in which attorneys are, with appropriate training and supervision, expected to independently manage their case files from start to finish.   

Professional Responsibility & Public Service 

We serve the residents of Philadelphia by providing excellent legal counsel as trustworthy partners to our clients, no matter the challenges we face. Our work frequently involves sensitive matters, confidential information, and communication with City officials and client agencies. All staff are expected to work collectively to demonstrate professionalism, sound judgment, discretion, and a strong commitment to public service.