As part of the Litigation Services Department, the Legal Administrative Assistant (?the Assistant?) plans, organizes and coordinates administrative practices and procedures, ensuring ongoing case management while handling multiple and competing deadlines relating to internal complaint processes, regulatory and/or court proceedings. The Assistant may support hearings and appeals before the Law Society Tribunal. Because Litigation Services files often deal with political and media sensitive issues, subject to full public scrutiny, the Legal Administrative Assistant needs to exercise a high degree of judgment.
A college diploma with a legal administration specialization, or equivalent training and / or experience.
3 to 5 years' working experience providing legal administrative support in a confidential, legal or professional regulatory environment (preferably litigation).
A solid knowledge of legal office practice, legal terminology and procedure relating to legal correspondence and legal documents.
Clear, concise and articulate communication skills to effectively respond to and transmit information to team members and others.
The ability to communicate in French, verbally and written would be an asset.
A strong proficiency with a wide range of computer applications, including MS Office applications (Word, Excel, PowerPoint and Outlook), database applications, case management systems, Internet and Intranet and other software applications (Adobe Acrobat DC, SharePoint and ShareFile).
- for Licensed Paralegals: by submitting your application for employment, you agree to a clearance check of your regulatory history with the Law Society, and to the use of this information in assessing suitability for employment at the Law Society. KEY ACCOUNTABILITIES:
Client / Customer Service Delivery
As a member of the Litigation Services Department, the Assistant provides exceptional administrative assistance and support to their team. This includes opening files, typing, drafting, proofreading, photocopying, faxing, binding documents, scanning, screening and distributing mail, revising and formatting various correspondence and legal documents, typing transcripts of digitally recorded interviews of licensees and witnesses, issuing and arranging for service of originating processes and other documents in accordance with the Law Society's Rules of Practice and Procedure and the Rules of Civil Procedure, liaising with witnesses, closing files and preparing materials for storage.
- Preparing and filing materials with the Tribunal Office and the Courts in respect of hearings, motions and appeals in accordance with the Law Society's Rules of Practice and Procedure and the Rules of Civil Procedure, with associated deadlines.
- Regularly drafting or preparing affidavits, charts, correspondence and memoranda.
- Regularly preparing and organizing books of authorities, document books, facta, materials to be filed as exhibits in hearings and hearing briefs for counsel and paralegal's review.
- Redacting documents for filing at hearings to eliminate/protect confidential or identifying information.
- Coordinating and requesting the services of process servers to serve materials on licensees, applicants and witnesses.
- Preparing summonses to witnesses and contacting witnesses regarding their availability and coordinating travel arrangements and/or virtual hearing appearances.
- Ensuring the accurate and timely maintenance of the case management requirements of the Litigation Services processes.
- Uploading various Tribunal and Court documents to the Discipline History Database.
- Preparing summary sheets outlining details of regulatory proceedings and appeals.
- Maintaining electronic and paper files in accordance with established protocols.
- Scheduling appointments and meetings, ensuring room set up, required documents, and availability of attendees, and arranging for language interpreters as required.
- Assisting the Administrative Manager and assigned team by reviewing reports to ensure the case management system is up to date.
- Coordinating travel arrangements as requested for staff and witnesses.
- Supporting various regulatory processes by performing searches, including CanLII, motor vehicle and internet directory searches.
- Ordering transcripts from court reporters who transcribed Law Society proceedings and from various court offices.
- Calling or attending court offices to obtain documents or information concerning ongoing investigations, regulatory proceedings and/or appeals from disciplinary proceedings, as required.
- Answering inquiries from Law Society staff, witnesses, complainants and licensees and following up on same ensuring excellent customer service standards are maintained. Maintains strict confidentiality of information at all times.
Maintains office supplies for assigned work area and orders supplies as required. Ensures the efficient operation of all office equipment.
- Prepares expense reports, cheque requisitions and processes invoices as received for payment. Compiles statistics and special reports as assigned.
Promotes the sharing and transfer of knowledge and expertise amongst other team members and those they work closely together with and is a dedicated and proactive member of the administrative team.
- Works closely with other members of the administrative support team to ensure effective utilization of division resources.
- Engages in problem solving with other team members to continuously improve workflow and departmental effectiveness.
- Must be proactive when working with their teams at times taking the lead to ensure that timelines are met.
- Act as a liaison for staff with internal and external clients.
Performance Goals, Targets and Standards
Meets established individual targets, including quality and time standards.
- Identifies gaps in the department's work processes and procedures, bringing them to the attention of the Administration Manager.
- Manages and participates in developing solutions to optimize both individual and departmental performance and goals.
Special Projects and Initiatives
Assists Litigation Services staff in the effective use of computerized support systems.
- May undertake special projects as assigned from time to time.
- Working with the Administration Manager to assist in performance improvements for the administrative support team (work process, procedures and service standards). Makes suggestions for workflow and process improvements. WORKING ARRANGEMENT:
The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.ACCOMMODATION:
The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted. If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at via Isarta or call 416 947-3475.