What are the responsibilities and job description for the Administrative Assistant position at Defender Association of Philadelphia?
Looking to make a difference! Become a Defender!
Through collaboration with criminal justice partners, the Probation, Parole & Alternative Sentencing Unit creates, improves, and expands reentry programs as alternatives to mass incarceration. The Unit’s attorneys represent clients at county and state detainer hearings and at county and state parole or probation violation hearings before judges and before the Pennsylvania Board of Probation and Parole.
The Administrative Assistant position is responsible for aiding the Chief, Assistant Chief, attorneys and administrative staff in their representation of Defender clients by providing administrative support on a variety of tasks to the unit. This position will interface with all members of the unit, attorneys, clients, private counsel, probation officers, social workers, judges, and other criminal justice partners and must be able to communicate effectively with all.
What You’ll Do
- Answers the phones in a timely manner and directs calls to appropriate unit member
- Checks, verifies and updates client information in Defender databases
- Produces letters, reports, and memoranda on behalf of leadership team, attorneys and clients
- Assists with development and revision of department forms and processes that will increase productivity and/or establish efficient work protocols
- Works with attorney and social work staff to support reentry and parole planning
- Works to gather relevant information from the Philadelphia Department of Prisons to support parole petitions and reentry plans and responds to attorney requests for this information
- Connects with external service providers and partners to make appointments, gather information, and provide supports to our clients reentering the community from prison
- Does appropriate follow up work with clients upon their release at the direction and under supervision of social work and/or attorney staff
- Assist attorney and social work staff with filing parole petitions, motions for reconsideration and other court documents – this may include electronic or in person filing
- Assists with other department duties as needed
What You’ll Need
- High School Diploma/GED equivalent required. Bachelor’s degree, preferred
- Previous administrative experience, preferred
- Strong proficiency in MS Office
- Knowledge of and/or the ability to learn Defender computer programs
- Must possess excellent organizational skills and the ability to prioritize assignments
- Must have excellent written and oral communication skills, and must be able to communicate effectively with all stakeholders; communicating with clients and families in a professional, calm and compassionate manner
- Must be flexible, independent, hardworking and positive, and display mature judgment
- Ability to work well with others and handle a number of tasks simultaneously
- Ability to work with minimal supervision
- Must be able to deal with confidential information in an appropriate and responsible manner
- Excellent telephone manner and the ability to take accurate messages
- Must be able to travel to various city courtrooms and local prisons
Benefits & Perks
- Generous and rich benefits plan offering 100% employer paid medical plan, dental, vision life insurance, long term disability insurance
- Substantial paid time off- close to 35 days off plus all federal holidays
- Retirement Savings Employer Match
- Six weeks paid parental leave
- Free Septa Anywhere Key Card
- Public Loan Forgiveness Eligible Employer
- Meaningful Work
- Wellness Benefits
- Ongoing Training and Development of You
To apply
Please apply online and include resume and cover letter
Who is the Defender Association?
The Defender Association of Philadelphia is more than just a law firm. We’re the community’s lawyers.
The Defender team – more than 500 attorneys, social workers, investigators, administrators, and other staff – make sure that everyone, regardless of income, has access to high-quality defense when facing criminal charges. Our mission-driven, client-centered model focuses on outcomes that support a system that is fundamentally fair and creates safer, stronger communities. Our unique model and approach give our staff with the skills and support they need to get the best outcomes for our clients. Come join our team! For more information, go Defender’s website and follow us @PhillyDefenders (Twitter, IG, Tiktok) and on LinkedIn.
