1B39
LEGAL SUPPORT SERVICES COORDINATOR

  This is staff work coordinating administrative and paralegal activities for a court support services or law enforcement department. The employee in this class is responsible for carrying out a wide variety of assignments pertaining to departmental procedures and programs. Work involves obtaining facts, making analyses, evaluations and recommendations in the area of support services for the legal system. Work includes the supervision of a small clerical staff working in a program designed to receive and act upon requests from persons incarcerated in penal institutions on matters pertaining to court action affecting their status for the position assigned to a court support department. The position assigned to a law enforcement agency is responsible for compiling discovery for ongoing and anticipated cases for courts and regulatory agencies. Direct contact with court administrators, police and law department officials, judges, attorneys, regulatory agency officials, prison officials, inmates, and providers of contracted services is of major significance to the work. Work is performed under the direction of an administrative superior.

1. Positions must coordinate a variety of administrative and paralegal activities for a court support services or law enforcement department.
2. Only one position will be allocated to each department.

   Investigates assigned administrative problems related to departmental procedures, operations and programs including procurement of new equipment, office space requirements analysis, office automation, bail collection procedures and coordination of programs with other court agencies; obtains required facts, evaluates the various factors involved, and submits oral and written reports with recommendations for solutions; coordinates the implementation of changes in administrative policy and procedure which affect various departmental units; serves in a liaison capacity between departmental personnel, other municipal agencies, attorneys and private contractors; assists in the preparation of written presentations of the department's programs.

  Performs related work as required.

CLERK OF QUARTER SESSIONS POSITION

  Supervises a small clerical staff engaged in the receipt and processing of requests from persons serving time in prisons throughout the country who have been tried and convicted in the Philadelphia court system; supervises staff members in addressing inmates problems involving the courts, such as credit for periods of time spent in confinement while awaiting trial, alleged lodging of illegal detainers against persons already incarcerated, and requests for copies of court records or for correction of sentences.

  Addresses groups of prisoners to explain the purpose and functions of the Prison Liaison Unit, confers with prison officials and social workers to acquaint them with the prison liaison program.

  Maintains logs on departmental vehicles, noting user, mileage and destination; insures that the vehicles are inspected and submitted to the garage for preventive maintenance.

POLICE DEPARTMENT POSITION

  Compiles discovery for various legal, civil, regulatory agency and departmental cases, as requested by the City Solicitor’s Office and by Outside Counsel hired by the Solicitor’s Office; responds to written or oral inquiries regarding the proper procedure for acquiring documents or records; identifies and assembles documents requested by private attorneys; sends requests for additional information to the appropriate police unit; contacts staff in Police Districts, Divisions and Units to respond to requests and to gather information; contacts City agencies to request files, reports and information; compiles the requested files, information and reports and ensures they are complete and responsive to each request prior to submission to the requested attorney or legal assistant; reviews documents prior to distribution and makes recommendations such as the need to redact confidential information; forwards discovery material to the requesting solicitor or attorney.

  Coordinates, prepares and files court notices for Police Officers to report to outside counsel’s hearings and depositions and ensures policies are followed; sends subpoenas to Court Attendance staff; serves as administrative liaison to the Police Advisory Commission; prepares and submits the subpoena package to the police officer's commanding officer; prepares exhibits and memos to the Commissioner, Internal Affairs, FOP union representative, Law Department and Integrity Officer; receives returned, signed documents; prepares a court notice order for the police officer to appear at the hearing and follows-up as needed to insure compliance with the subpoena process.

  Provides information to private attorneys on a variety of issues, including policy and procedure for filing suits against the City, procedures for requesting police reports, 9-1-1 tapes, files, and the subpoena process; submits Police Foundation checks received for deposit; requests funds from the foundation for equipment to be used by the Heads Up program and distributes funds to the commanding officer of the Heads Up program; prepares forfeiture notices for signature; provides notary services for the Police Commissioner, Deputy Commissioners, Legal Counsel and Special Advisors; administers student programs that allow students to accompany police officers on patrol; makes travel arrangements; submits reimbursements for payment of expenses; maintains and updates the Legal Counsel’s library; performs a variety of clerical and administrative support services for legal counsel as required.

KNOWLEDGE OF:
• the operations and procedures of criminal, and civil courts of record as required by assignment
• the operations and procedures of regulatory agencies, internal affairs units, departmental review panels and oversight agencies for the Police Department position
• office practices and procedures
• the clerical procedures necessary to prepare cases for court, implement decision of the court, and to generally facilitate the work of the legal system
• criminal law with particular reference to sentences established for various offenses for the Clerk of Quarter Sessions position
• laws and procedures governing the preparation and submission of information and documentation requested during discovery for the Police Department position
• standard computer software required by assignment, such as Word and Excel.
ABILITY TO:
• carry out assignments requiring obtaining of facts, organization of material, evaluation of data obtained and preparation of recommendations
• supervise the work of employees engaged in specialized clerical activities facilitating work of the criminal courts for the Clerk of Quarter Sessions position
• define and set up office procedures to accomplish work requirements
• express ideas effectively both orally and in writing
• establish and maintain effective working relationships with court administrators, Police and Law department staff, judges, attorneys, prison officials, inmates, and agencies both private and governmental as required by assignment

EDUCATION

Completion of two years study at an accredited college or university.

AND
GENERAL EXPERIENCE:

Two years of court support or legal services experience.

AND
SPECIFIC EXPERIENCE:

Four years of experience:

• Supervising a subordinate staff engaged in processing and maintaining legal papers and records and in providing clerical assistance to judges; or
• Supervising a subordinate staff engaged in recording, recording, processing, and expediting petitions from prison inmates on matters affecting their court status; or
• Compiling legal discovery documentation and providing a variety of administrative support services for a law enforcement agency.

Note: Two years of the general or specific experience can be substituted for the required education.
OR


Any equivalent combination of education and experience determined to be acceptable by the Personnel Department.

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.