Position: Administrative & Case Management Liaison
Department: Relocation Unit, District Attorney's Office
Supervisor: Director of Relocation
Company Description The
Philadelphia District Attorney's Office is committed to delivering justice and providing vital support to victims of crime. Our Relocation Unit plays a key role in guiding victims through the legal process, ensuring they have access to essential resources and assistance. We are dedicated to enhancing the quality of victim services and creating a supportive environment for those affected by crime.
Please note that effective September 1, 2021, the City of Philadelphia requires all new employees to present proof of vaccination against COVID-19. To attain a job with the city, you must be a city of Philadelphia resident within 6 months (180 days) of hire and able to work completely in the office. Job Summary The Administrative Assistant is a key support role within the Relocation Unit, ensuring smooth daily operations and assisting in the delivery of services to crime victims. This position involves managing communications, scheduling, document preparation, and administrative support for staff. The Administrative Assistant will also track project timelines to ensure tasks are completed on schedule. The ideal candidate will be highly organized, maintain confidentiality, and effectively respond to the needs of both victims and staff in a fast-paced, emotionally sensitive environment. A compassionate approach, strong written and verbal communication skills, and proficiency with technology, including virtual meeting platforms, are essential.
Job Responsibilities - Maintain confidentiality and discretion in handling sensitive information in compliance with laws and organizational policies. Ensure the secure handling of materials to protect victims' privacy and safety.
- Provide administrative support to the Director of Relocation and team, including managing calendars, scheduling meetings, and preparing presentation materials. Handle incoming communications (phone, email, etc.) in a professional and timely manner.
- Attend program meetings, take notes, and follow up on action items. Track and follow up on action items from meetings and planning sessions to ensure that deadlines and tasks are met.
- Assist with special projects and initiatives, including creating presentations, training materials, memos, and communications. Contribute to committees and projects focused on supporting crime victims and their families.
- Create and maintain organized filing systems for all relevant documents, including client intake forms, communications, and other records.
- Update and maintain databases for tracking staff training, compliance, and educational programs.
- Ensure accurate and confidential entry of client information into databases. Assist in tracking program statistics, such as clients served, services provided, and outcomes. Generate reports as requested by program staff or management.
- Perform other duties as assigned by the Director of Relocation or Executive Team.
Required Skills and Qualifications - High school diploma or equivalent (Associate's degree or higher preferred).
- A minimum of 1 year of experience in administrative support, particularly in non-profit, social services, or victim services settings.
- Bilingual or multilingual abilities (especially in languages relevant to the local community).
- Previous experience working with crime victims or in victim advocacy, particularly within non-profit, government, or social service settings.
- Strong organizational skills with attention to detail and the ability to manage multiple tasks.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Teams, Word, Excel, PowerPoint, Outlook) and familiarity with database management.
- Compassionate, empathetic, and professional attitude when working with vulnerable individuals.
- Ability to navigate sensitive, emotionally charged environments while maintaining professionalism.
- Strong commitment to confidentiality and ethical conduct.
- Ability to work independently as well as collaboratively within a team.
Applications will be active for one year from the date of receipt by the Office.
All exempt employees of the District Attorney's Office are at-will employees and serve at the pleasure of the District Attorney. The at-will relationship shall not be modified for any employee and no agreement, oral or written, shall be entered into that changes the at-will relationship.
The Philadelphia District Attorney's Office is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status.