Legal Secretary, Part-Time (20 hours per week)

Philadelphia Corporation for Aging • Philadelphia, PA

10h • Onsite

About The Position

Under the supervision of the General Counsel (“GC”), Associate General Counsel (“AGC”) and Assistant Counsel (“AC”) (collectively, “OGC Management”), this role provides legal secretarial and clerical support to the Office of the General Counsel (“OGC”). The Philadelphia Corporation for Aging (PCA) is a private nonprofit organization founded in 1973, part of the Area Agency on Aging (AAA) nationwide network. PCA's mission is to improve the quality of life for older Philadelphians and those with disabilities, assisting them in achieving the greatest possible levels of health, independence, and productivity.

Requirements

• Demonstrated record of organizational skills and business writing skills
• Mastery of Microsoft Office, particularly Word, Teams, Outlook, Excel, SharePoint and PowerPoint
• Mandatory experience in an in-house legal department, law firm or judge’s chambers within one (1) year of the date of application
• High school diploma, GED or business school graduate
• College courses or other education/seminars on legal topics
• A minimum of three (3) years of experience as a legal secretary
• Mastery of Microsoft 365
• Mastery of electronic court filing
• Expertise in using and trouble-shooting office equipment
• Demonstrated record of multi-tasking
• Demonstrated record of timely completion of assignments
• Highly developed ability to prioritize and execute tasks in an organized, logical manner, including tracking systems for cases and deadlines
• Must be a self-starter, who uses initiative to identify, execute and complete routine and non-routine tasks
• Ability to work independently
• Clear, concise, calm, pleasant and courteous communicator
• Ability to maintain strict confidentiality
• Must be flexible regarding non-routine assignments and changing office priorities

Nice To Haves

• College degrees

Responsibilities

• Receives assignments, supervision and feedback from GC, AGC and AC. Makes all requests to the designated member of OGC Management for changes to work hours, vacation time, sick time and other time off of work. Immediately advises the designated member of OGC Management about any changes to scheduling or time off. Complies with all PCA policies and procedures, including timekeeping.
• On-time arrival and presence in the office are essential functions of the position. Flextime and Telecommuting are not available for this position. On rare occasion, OGC Management may ask the Legal Secretary to arrive early or stay late.
• Given the highly confidential work performed by the OGC, the Legal Secretary is subject to highest level of confidentiality and may not discuss OGC matters with anyone outside of the OGC without the explicit approval of the member of OGC Management who is managing the matter at issue.
• Master the entire lifecycle of all categories of Orphans’ Court matters handled by the OGC. Master administrative duties and template forms associated with all other common types of litigation handled by the OGC.
• Arrange for courier service for legal documents, court filings and subpoenas. Adhere to follow-up procedures set forth in the OGC Standard Operating Procedures Manual.
• Organize and maintain accurate, up-to-date litigation files, including inputting data into relevant file indices, as more fully described in the OGC Standard Operating Procedures Manual.
• Assist in file maintenance under the direction of OGC Management.
• In response to court, agency or third-party requests and subpoenas for records, handle same in accordance with the OGC Standard Operating Procedures Manual, as directed by GC, AGC or AC.
• Provide secretarial support as needed including, but not limited to, preparing correspondence, memoranda, legal documents and reports from dictation tapes, receiving and sending facsimile transmissions, handwritten/corrected copy material or e-mail.
• Independently compose and prepare general correspondence and complete standard legal forms following legal practices and procedures guidelines.
• Schedule appointments, coordinate meetings and court schedules, creating and maintaining the records required by the OGC Standard Operating Procedures Manual.
• Receive and distribute incoming mail and process outgoing mail, including certified mail. Works with OGC to identify and submit timely check requests for invoice payment.
• Process invoices and interact with messenger and overnight mail services. Ensure that the department has necessary supplies.
• Other duties as may be assigned.

Benefits

• Medical, prescription drug, vision, and dental coverage
• Flexible spending plan (health and dependent care)
• EAP, life insurance, short- and long-term disability insurance
• Pre-tax commuting, and parking benefits
• Annual paid time off includes holidays, sick days, personal days, and weeks' vacation depending on tenure.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 251-500 employees