Office Manager - Child Welfare Unit

Job Description

This position will supervise all legal assistants, senior legal assistants, legal assistant supervisors and support staff in the Child Welfare Unit who report to the Chief Deputy of Administration and Specialty Practice.

The duties include but are not limited to coordinating court team assignments and supervisory structure, assisting with maintaining attendance and ensuring that timesheets and other personnel requests are completed and submitted in a timely fashion, scheduling interviews for both legal and non-legal staff, assisting in onboarding procedures, tracking / coordinating responses to DHS case file requests and coordinating support staff assignments.

This position with also assist both Chief Counsels in the Child Welfare Unit with other administrative requirements as needed.

Essential Functions

Duties of an Office Manager in the Child Welfare Unit include but are not limited to :

• Schedule meetings and interviews for both Chief Deputies in the Child Welfare Unit
• Maintain unit PTO calendar
• Coordinate on-boarding and office / cubicle assignments for new staff
• Train newly hired legal assistants and support staff on the functions of our Unit and the different systemsCase II, HighQ, PFDS, CPCMS, Banner
• Process OnePhilly timesheets
• Fiscal Reporting of CWU data to Law Department Administration
• Oversee and manage the team member(s) in the processing of clerical functions including but not limited to :
• Review all incoming mailAcceptance of service of Complaints and SubpoenaEnsure subpoenas are properly served and delivered to DHS Social Workers / employeesForward subpoenas and record requests to assigned paralegalsDirect all non-CWU mail to appropriate entities / other law department unitsSubmit payment requests through appropriate channelsCoordinate with various City departmentsSubmit OIT requests for SharePoint access and other systems used by the CWUUpdate CWU database re : Record requestsMaintain log of litigation matters filed against DHS and / or CUAFollow-up / communicate with requestors on status of record requestsSending out correspondence
• Oversee and manage the legal assistant supervisors and team member(s) in the processing and filing of legal documents in Dependency Court
• Act as liaison with Court Administration re : filing issues
• Process quarterly reports, and other functions as needed under supervision of the unit’s Chiefs and Chair
• Establish and maintain effective working relationships with superiors and associates
• Perform related work as required

Competencies, Knowledge, Skills and Abilities

• Excellent organizational, customer service, 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
• Detail oriented
• Computer skills required / desired for the position include : MS Office (Word, Excel, Outlook, PowerPoint, OneNote, Access)Google Drive (Docs, Sheets, Slides, Forms)Spreadsheets (Excel, Google Sheets, OpenOffice Calc)Email (mail merge, filters, folders, rules)Case II Database (or alternative Law Department database)Microsoft Teams, Zoom and other virtual platforms

Qualifications

• This position requires five (5) years plus of relevant experience within a legal setting is preferred.
• Candidates must have at a minimum an Associate’s Degree and experience managing / supervising employees in a legal setting.
30+ days ago