Legal Assistant

Position Summary

The Office of the General Counsel of the Board of Ethics is seeking a Legal Assistant to support the work of General Counsel staff. The Legal Assistant will coordinate the administrative and logistical aspects of team’s work on administrative enforcement proceedings, drafting and promulgation of Board regulations, training, and informal advice. The Legal Assistant will also be responsible for drafting and maintaining correspondence, acting as a point of contact for scheduling and advice requests, drafting procedural orders, and organizing and managing both electronic and paper files.

Essential Duties & Responsibilities:

Communications

Initiate and maintain communications with external parties including drafting cover letters, managing emails, scheduling hearings and reserving meeting space for adjudications and other administrative enforcement matters

Schedule and coordinate in-person and virtual ethics training sessions with City offices and City boards and commissions

Assist with maintenance and updating of public-facing educational materials including ethics manuals, brochures, website content, form letters, and explainers

Cultivate and manage intra-City department relationships and contact lists

Support official BOE social media including by scheduling posts and updating pre-formatted, recurring content

Legal Research & Writing

Under the supervision of attorneys, draft basic legal documents including orders, memoranda, and other legal documents as needed

Assist with research, drafting, version control, and proofreading of regulatory and legislative work product

Assist attorneys with other research as needed

Records Management

Serve as minute secretary for monthly Board meetings by recording, organizing, and distributing Board meeting minutes

Coordinate with Board staff to compile monthly Board meeting materials and annual report

Organize and maintain paper and electronic records including documentation of formal and informal advice

Assist attorneys in creation and management of internal policies and procedures Administrative Support

Manage and update electronic tracking system for both informal guidance and training compliance programs

Update and manage shared calendars

Provide other administrative support as needed

Competencies & Qualities:

Excellent organizational and time-management skills

Effective verbal and written communication, including professional telephone and email etiquette

Ability to work independently and proactively address challenges

Flexibility in taking on new tasks and learning new skills

Ability to manage and prioritize numerous assignments

Skills and Abilities:

Strong interpersonal skills

Computer skills required for the position include:

Microsoft Office (Word, Excel, Outlook, PowerPoint)

Zoom (meeting scheduling, polls, registration)

Computer skills preferred for the position include:

Google Suite (Docs, Sheets, Slides, Forms)

Online engagement tools (Buffer, Bitly)

Additional preferred skills & abilities:

Experience exercising discretion and confidentiality with sensitive information

Understanding of legal concepts such as attorney-client privilege, burdens of proof

Associate or bachelor’s degree strongly preferred, high school diploma or equivalent (GED) considered with 4+ years of relevant experience. A degree in paralegal studies from an ABA-approved program is a plus. Minimum of 2 years of experience working in an office setting. Experience in the legal, social service, education, or non-profit sectors preferred.

Candidates may be asked to provide references or additional materials.

All questions regarding this posting should be directed to Senior Staff Attorney Tom Klemm at thomas.klemm@phila.gov or 215-686-9450.

TO APPLY: Interested candidates must submit a resume.

Salary Range: $48,000-$60,000

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

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