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

Legal Secretary, Part-Time

Under the supervision of the General Counsel, Associate General Counsel, and Assistant Counsel, provides legal secretarial and clerical support to the Office of the General Counsel.

The organization is a private nonprofit agency founded in 1973, Philadelphia Corporation for Aging (PCA), which is part of the Area Agency on Aging (AAA) nationwide network. PCA carries out its mission through advocacy, stewardship of public funding, planning, development and administration of programs, and service coordination.

The mission of PCA is to improve the quality of life for older Philadelphians and those with disabilities and assist them in achieving the greatest possible levels of health, independence, and productivity.

Benefits include 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; and annual paid time off including sick days, personal days, and weeks' vacation depending on tenure.

Required Education and Experience: A demonstrated record of organizational skills and business writing skills as well as 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.

Education:

• High school diploma, GED or business school graduate
• College courses or other education/seminars on legal topics
• Strong preference for candidates with college degrees

Experience:

• A minimum of three (3) years of experience as a legal secretary
• Mastery of Microsoft 365
• Demonstrated record of organizational skills and business writing skills
• 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

Job Responsibilities:

a. Subject to Management and Oversight by the GC, AGC, and AC: 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.

b. On-time Arrival: On-time arrival and presence in the office are essential functions of the position. Accordingly, 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.

c. Confidentiality: Given the highly confidential work performed by the OGC, the Legal Secretary is subject to the 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.

d. Pleadings Preparation, Service, and Court Hearing Coordination: The Legal Secretary is expected to master the entire lifecycle of all categories of Orphans' Court matters handled by the OGC. The Legal Secretary will also be expected to master administrative duties and template forms associated with all other common types of litigation handled by the OGC.

e. Courier Service Coordination: 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.

f. Litigation Files: 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.

g. OGC Records: Under the direction of OGC Management, the Legal Secretary shall assist in file maintenance.

h. Records Request Coordination: In response to court, agency, or third-party requests and subpoenas for records, the Legal Secretary shall, as directed by GC, AGC, or AC, handle same in accordance with the OGC Standard Operating Procedures Manual.

i. General Secretarial Duties: The Legal Secretary shall 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.

j. Composing Documents: Independently compose and prepare general correspondence and complete standard legal forms following legal practices and procedures guidelines.

k. Calendar Management: The Legal Secretary shall schedule appointments, coordinate meetings, and court schedules, creating and maintaining the records required by the OGC Standard Operating Procedures Manual.

l. Mail Processing and Check Requests: 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.

m. Other Operational Duties: Process invoices and interact with messenger and overnight mail services. Ensure that the department has necessary supplies.

n. Other duties as may be assigned.

Professional Characteristics:

• 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

Philadelphia Corporation for Aging provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, and any other characteristic protected by federal, state, or local laws.

In compliance with the Americans with Disabilities Act (ADA), this job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.