Legal Assistant - Child Welfare Unit

City of Philadelphia • Philadelphia, PA

3d • Onsite

About The Position

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. 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.

Requirements

• 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
• Ability to complete work assignments in a timely and accurate manner
• Commitment to advancing diversity, equity, inclusion, and belonging

Nice To Haves

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

Responsibilities

• 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
• Perform other related duties as assigned

Benefits

• Unlimited FREE public transportation all year long through SEPTA’s Key Advantage program
• 8 weeks of paid parental leave
• Comprehensive health coverage for employees and their eligible dependents
• Wellness program offers eligibility into the discounted medical plan
• Paid vacation, sick leave, and holidays
• Generous retirement savings options
• Eligibility to participate in the Public Service Loan Forgiveness program
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree