Unit Coordinator in Special Litigation Division

Unit Coordinator

FLSA Status: Non-exempt

EEO-1 Code: 23-011, Administrative Support Workers, Paralegals and Legal Assistants

Division/Department: Special Litigation Division

Reports to: Chief of the Unit

Direct Reports: N/A

Job Summary

The Special Litigation Division (SLD) is a new adult trial practice unit that will provide representation in domestic violence and sex cases at the Municipal Court, Felony Waivers, and Majors levels. The goal of SLD is to provide attorneys at all experience levels with comprehensive and intensive training on sex and domestic violence matters so they can consistently provide effective legal representation in what are often complex and challenging cases.

Because SLD is a new unit within the Defender Association, the Unit Coordinator will work closely with the Chief to develop the administrative structure of the unit. The Unit Coordinator will be asked to provide input on what systems and processes they think will best position the unit to operate as effectively and efficiently as possible. Creativity, organization, and attention to detail are necessary attributes for this position. This role also requires a thorough understanding of how files move through internal practice units; what information is necessary to ensure a file is well prepared for attorneys handling the case at each stage of the criminal process; and how to simultaneously manage multiple calendars.

Once processes are in place, the Unit Coordinator will perform administrative and paralegal tasks as needed, such as responding to client and family member communications, opening and preparing files for legal review, ordering reports, coordinating the unit’s calendar, maintaining client case files, and providing legal support to attorneys and other staff to ensure excellent representation for Defender clients. As it pertains to certain matters, the Unit Coordinator will also serve as the point of contact for court personnel and other external entities connected to the criminal justice system.

As the central member of the unit’s administrative team, the Unit Coordinator will work closely with management, attorneys, paralegals, administrative staff, and clients. This role is critical to ensuring the success of the unit and that Defender clients receive high quality, effective legal representation.

Major Areas of Responsibility

• Assist in developing organizational systems, procedures, and policies for the unit.
• Process and prepare new arrest files for adult and child rape preliminary hearings, misdemeanor sex trials, domestic violence preliminary hearings, misdemeanor domestic violence trials, and protection from abuse contempt trials.
• Sort custody cases and timely route files to Early Bail Review/Prison Services for initial interviews.
• Maintain database of SORNA violation cases and prepare files for attorneys conveying pre-preliminary hearing offers.
• Perform extensive conflict checks on every case and communicate potential conflicts to SLD Chief.
• Print discovery and notes of testimony for all Smart Room files and assist paralegals in reviewing and requesting discovery as needed.
• Assist the Chief with unit scheduling and attorney case assignments via DCM.
• Serve as initial point of contact for clients, family members, and others calling into the unit; route phone calls to appropriate people in the office.
• Handle all communications with the courts and external entities regarding conflicts, relisting cases, and other administrative matters.
• Perform general and specific administrative tasks as needed, including preparing court lists for attorneys, typing and editing court orders and bail motions, drafting letters to clients with court updates, transcribing audio files (e.g., videotaped confessions and witness interviews), updating case information in DCM, ordering supplies for the unit, fielding attorney questions about unit procedures, and training other administrative staff on unit protocols.
• Perform other related duties as assigned.

Qualifications:

Education & Work Experience:

• Bachelor or Associate degree with paralegal certification or any equivalent combination of relevant education and professional experience.
• Experience working with indigent clients in criminal justice proceedings preferred.

Required Skills/Abilities

• Excellent written and verbal communication skills.
• Keen sense of organization and attention to detail.
• Ability to communicate effectively, professionally, and respectfully with clients, family members, internal staff, and external agencies/personnel.
• Strong analytical skills and ability to problem-solve independently.
• Ability to work in a high-volume practice and prioritize assignments effectively.
• Commitment to professionalism in the workplace.
• Familiarity with the Philadelphia criminal court system preferred.
• Proficient in Microsoft Office Suite or similar computer software.
• Working knowledge of Defender computer databases (e.g., DCM, Return Work) preferred.
• General knowledge of basic administrative and clerical systems.

Physical Requirements:

• Prolonged periods sitting at a desk and working at a computer.
• Travel to go to court and the Philadelphia county jails if necessary.
• Ability to lift up to 15 pounds.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This description reflects management’s assignment of essential functions. It does not proscribe or restrict the tasks that may be assigned. This job description is subject to change at any time.