Description

Position Summary

The Commercial Law Unit of the Law Department is seeking to fill a Legal Assistant role. The Legal Assistant will support attorneys working on transactional matters by overseeing electronic and paper file management, drafting and reviewing contracts, facilitating the process of executing agreements, drafting correspondence and form agreements, and aiding the overall workflow and productivity of the unit. Additionally, the Legal Assistant will support the Office of Transportation and Infrastructure Systems (OTIS) in legal research and contracting matters. 

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.

• Draft and review professional service contracts and ensure the corresponding General Provisions, contract exhibits, and applicable waiver information are appropriately incorporated; 
• Coordinate with the attorney of record and departmental conformance manager for review and approval of contract drafts and exhibits; 
• Utilize the City's Automated Contract Information System (ACIS) to manage the workflow of professional services contracts; 
• Process the final version of contracts and all contract exhibits for electronic signatures utilizing DocuSign; 
• Communicate with attorneys, City stakeholders, subject matter experts, and vendors on contracting matters; 
• Support City Departments, in particular, OTIS with legal research, contract review and drafting, and other projects as needed; 
• Participate in meetings to support City Departments and attorneys in recording, organizing, and distributing relevant documents and meeting minutes;  
• Organize and file correspondence, documents, and other papers for transactions as requested by the Unit’s attorneys; 
•  Send requests for information to relevant City agencies and following up to meet deadlines; 
• Update contract and solicitation documents as needed; 
• Compile and maintain records of transactions handled by attorneys in the Commercial Law Unit and other Units; 
• Compile weekly and quarterly reports as needed; and 
• Support attorneys and other legal assistants as needed. 

Requirements

Competencies, Knowledge, Skills and Abilities

• Ability to maintain large volumes of documents and data utilizing databases such as SharePoint
• Ability to write and speak persuasively
• Ability to work with multiple City Departments
• Excellent organizational and time management skills
• Effective and professional oral and written communication
• Ability to work independently and think proactively
• Ability to manage and prioritize numerous assignments
• Computer skills required/desired for the position include:
• MS Office (Word, Excel, Outlook, SharePoint One Drive, PowerPoint)
• Google Drive (Docs, Sheets, Slides, Forms)
• Spreadsheets (Excel, Google Sheets)
• Knowledge of legal concepts such as attorney-client privilege and relevance is a plus

Qualifications (Education and Experience)

This is an entry level position. A degree in paralegal studies from an ABA approved program is a plus.  Candidates who have experience with contract drafting or management will also be given additional consideration.

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 decisions in real time, and able to manage competing priorities while maintaining a high standard of professionalism in a fast-paced, in-person environment.

Additional Information 

Did you know?

• 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 are a Public Service Loan Forgiveness Program qualified employer
• 25% tuition discount program for City employees (and sometimes spouses and dependents as well) in partnership with area colleges and universities.
• 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. 

Interested candidates should apply through SmartRecruiters: https://smrtr.io/yrD7K 

Any questions related to this position should be directed to Amanda Stewart Hause, Chief Deputy City Solicitor (amanda.stewart.hause@phila.gov). 

The successful candidate must be a resident of the City of Philadelphia within 6 months of hire.

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