Legal Assistant - Code & Public Nuisance Litigation Unit

About the role

The Legal Assistant supports attorneys in the Code Enforcement Unit by performing legal and clerical duties. This role involves communication with the public, attorneys, judicial staff, and other departments, ensuring the Unit’s responsibilities are met as part of a collaborative team.

Responsibilities

• Draft complaints and other legal filings.
• Prepare court notices, subpoenas for documents and witnesses, trial exhibits, and service of process.
• Input data into case management systems for all matters handled by the unit.
• Assist attorneys with case management logistics, including tracking service, responses, deadlines, document preparation, and trial support.
• Compile reports for the Chief, chain of command, discovery, and unit matters.
• Conduct research using departmental systems, Westlaw, and public records (e.g., Philadox, Atlas, OPA).
• Assist in preparing witnesses for hearings and requesting discovery.
• Coordinate appearances of court reporters and technology providers.
• Follow up on action items and liaise with client departments (e.g., Department of Licenses and Inspections, Department of Public Health, Streets Department, PPD).
• Communicate with the public regarding judgment balances and negotiated payoffs.
• Set up new case files for Court of Common Pleas and Municipal Court.
• Maintain attorney and group calendars for hearings.
• Copy, scan, fax, and hand-deliver documents.
• Redact sensitive information from discoverable documents.
• Preserve electronic copies of documents for case files.
• Perform additional duties as assigned by the Chief or chain of command.

Requirements

• Bachelor’s degree or paralegal certificate and/or experience as an administrative assistant with specific experience in document drafting and management.
• Ability to maintain large volumes of documents and data using databases such as SharePoint.
• Experience with Word, Excel, and Adobe Acrobat (including Bates stamping, redaction, and PDF creation/splitting).
• Strong time management, organizational skills, and attention to detail.
• Excellent written and oral communication skills.
• Knowledge of legal concepts such as attorney-client privilege and relevance.
• Knowledge of City procedures is a plus.
• Ability to work productively both independently and collaboratively in a demanding, fast-paced setting.
• Adaptability to learn new systems and procedures.

Skills

• Hard-working, organized, and detail-oriented with an eager, helpful attitude.
• Professionalism, sound judgment, and discretion in handling sensitive matters and confidential information.
• Commitment to public service and collaboration with City officials and client agencies.

Benefits

• Unlimited free public transportation via SEPTA’s Key Advantage program.
• 8 weeks of paid parental leave.
• Comprehensive health coverage for employees and eligible dependents.
• Paid vacation, sick leave, and holidays.
• Generous retirement savings options.
• Eligibility for Public Service Loan Forgiveness program.
• Tuition discounts and scholarships (10% to 40%) through partnerships with local colleges and universities, extending to employees, spouses, and dependents in some cases.

Pay

Salary range: $45,478 to $62,371, commensurate with education and experience.

Schedule

This position is fully onsite, with employees expected to report in person five (5) days per week.

About the team

The Code Enforcement Unit brings cases on behalf of the City in enforcement matters against property owners and food handlers whose actions jeopardize public health, safety, and welfare. Attorneys in this unit ensure compliance with licensing, permit, and regulatory requirements under the Philadelphia Code and provide legal advice to City departments such as the Department of Licenses and Inspections, Department of Public Health, City Planning Commission, and Historic Commission.

The City of Philadelphia Law Department employs over 290 attorneys and 130 professional staff, fostering an environment of collaboration, accountability, and inclusiveness. The department values diversity, professional growth, and the tangible impact of its work on the city.

This role is ideal for candidates who are adaptable, collaborative, and comfortable making decisions in real time while managing competing priorities in a fast-paced, in-person environment.