What are the responsibilities and job description for the Administrative Assistant position at Defender Association of Philadelphia?
Make a difference! Become a Defender!
Do you enjoy helping people and working for a great mission? The Defender Association of Philadelphia is seeking a dedicated Administrative Assistant for our Common Pleas Pretrial (CPPT) Unit. CPPT is one of the Defender Association’s adult criminal practice units. While working closely with the unit’s leadership, attorneys and administrative colleagues, the Administrative Assistant is responsible for the preparation and organization of files scheduled for arraignment. The Administrative Assistant will be responsible for contacting clients before their scheduled formal arraignment date and to assist clients connecting with and completing diversion programs. In addition, the Administrative Assistant supports the Unit’s daily administrative functions including correspondence, answering phone calls, redacting discovery, and responding to client inquiries as needed.
What You’ll Do:
- Provide administrative support to the unit
- Contact clients prior to their court dates to check, verify, and update client information in Defender databases and file a waiver of appearance when appropriate
- Contact clients to assist connecting them to programming for diversion opportunities and follow up to confirm cooperation and completion of programming
- Assist with development and revision of department forms and processes that will increase productivity and/or establish efficient work protocols
- Act as department liaison: communicate with clients, court representatives, and external stakeholders
- Answer telephone inquiries and work to ensure that quality services are provided
- File omnibus and other motions for attorneys when necessary
- Redact and send discovery and notes of testimony to clients when requested
- Produce letters and reports
- Serve as back up to other administrative staff
- Perform other related administrative duties as assigned or needed
What You’ll Need
- High School Diploma/GED equivalent required. Bachelor’s degree preferred.
- Experience drafting, editing, and formatting professional correspondence, and reports with a high degree of accuracy.
- Fluency in Spanish language preferred
- Experience managing high-volume phone calls, routing complex inquiries, and communicating effectively with clients and their families in a professional and pleasant manner
- Demonstrated ability to handle sensitive and confidential legal information in accordance with Defender Association policy
- Demonstrated ability of to manage a high-volume workflow, supported by evidence of independently tracking details, maintaining accurate records, and consistently meeting time-sensitive deadlines.
- Demonstrated experience organizing, maintaining, and updating a large volume of client files (physical and digital) without letting tasks slip.
- Proven ability to independently prioritize multiple assignments, handle simultaneous tasks, and adapt to changing departmental needs with minimal supervision.
- Demonstrated track record of reliability, punctuality, and consistent attendance in previous professional roles.
- Evidence of successful collaboration and clear, professional communication with a wide variety of stakeholders, including colleagues and external partners
- Technical Proficiency: Knowledge of basic administrative/clerical systems and procedures. Proficient in Microsoft Office Suite with the ability to quickly learn multiple internal and external computer systems.
Benefits & Perks
- Comprehensive Benefits: Affordable medical care options plus employer- paid vision, dental, life and long-term disability insurances
- Generous Time Off: 25 days of paid time off (PTO) annually, in addition to all federal holidays
- Wellness Initiatives: Dedicated, separate sick leave policy alongside organizational programming to support your physical and mental health
- Family Support: 10 weeks of paid parental leave
- Retirement: Generous retirement savings plan with Employer Match
- Commuter Benefits: Free Septa All Access Key card
- Union Membership: This role is represented by AFSCME, District Council 47, Local 3190
- PSLF: We are a Public Service Loan Forgiveness (PSLF) eligible employer
- Culture: Meaningful, mission-driven work within a supportive, learning-focused, and collaborative environment.
To apply
Please apply online with resume and cover letter detailing your interest and relevant experience. Salary is $45,000. $2,000 increase for Spanish-speaking bilingual skills.
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. Follow us @PhilllyDefenders (Twitter, Instagram & TikTok) and on LinkedIn.
The Defender Association provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, The Defender Association complies with applicable state and local laws governing nondiscrimination in employment. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
Salary : $45,000