Administrative Assistant

Defender Association of Philadelphia • Philadelphia, PA

8d • $0 - $45,000 • Onsite

About The Position

The Defender Association of Philadelphia is seeking a dedicated Administrative Assistant for our Common Pleas Pretrial (CPPT) Unit. CPPT is one of the Defender Association’s adult criminal practice units. While working closely with the unit’s leadership, attorneys and administrative colleagues, the Administrative Assistant is responsible for the preparation and organization of files scheduled for arraignment. The Administrative Assistant will be responsible for contacting clients before their scheduled formal arraignment date and to assist clients connecting with and completing diversion programs. In addition, the Administrative Assistant supports the Unit’s daily administrative functions including correspondence, answering phone calls, redacting discovery, and responding to client inquiries as needed.

Requirements

• High School Diploma/GED equivalent required.
• Experience drafting, editing, and formatting professional correspondence, and reports with a high degree of accuracy.
• Experience managing high-volume phone calls, routing complex inquiries, and communicating effectively with clients and their families in a professional and pleasant manner
• Demonstrated ability to handle sensitive and confidential legal information in accordance with Defender Association policy
• Demonstrated ability of to manage a high-volume workflow, supported by evidence of independently tracking details, maintaining accurate records, and consistently meeting time-sensitive deadlines.
• Demonstrated experience organizing, maintaining, and updating a large volume of client files (physical and digital) without letting tasks slip.
• Proven ability to independently prioritize multiple assignments, handle simultaneous tasks, and adapt to changing departmental needs with minimal supervision.
• Demonstrated track record of reliability, punctuality, and consistent attendance in previous professional roles.
• Evidence of successful collaboration and clear, professional communication with a wide variety of stakeholders, including colleagues and external partners
• Technical Proficiency: Knowledge of basic administrative/clerical systems and procedures. Proficient in Microsoft Office Suite with the ability to quickly learn multiple internal and external computer systems.

Nice To Haves

• Bachelor’s degree preferred.
• Fluency in Spanish language preferred

Responsibilities

• Provide administrative support to the unit
• Contact clients prior to their court dates to check, verify, and update client information in Defender databases and file a waiver of appearance when appropriate
• Contact clients to assist connecting them to programming for diversion opportunities and follow up to confirm cooperation and completion of programming
• Assist with development and revision of department forms and processes that will increase productivity and/or establish efficient work protocols
• Act as department liaison: communicate with clients, court representatives, and external stakeholders
• Answer telephone inquiries and work to ensure that quality services are provided
• File omnibus and other motions for attorneys when necessary
• Redact and send discovery and notes of testimony to clients when requested
• Produce letters and reports
• Serve as back up to other administrative staff
• Perform other related administrative duties as assigned or needed

Benefits

• Affordable medical care options plus employer- paid vision, dental, life and long-term disability insurances
• 25 days of paid time off (PTO) annually, in addition to all federal holidays
• Dedicated, separate sick leave policy alongside organizational programming to support your physical and mental health
• 10 weeks of paid parental leave
• Generous retirement savings plan with Employer Match
• Free Septa All Access Key card
• This role is represented by AFSCME, District Council 47, Local 3190
• We are a Public Service Loan Forgiveness (PSLF) eligible employer
• Meaningful, mission-driven work within a supportive, learning-focused, and collaborative environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED