Legal Administrative Assistant, Investigation Services, Professional Regulation (Hybrid, Toronto)
JOB PURPOSE:
As part of the Investigation Services team, 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, discipline and/or court proceedings. The Assistant may deal with political and media sensitive issues, subject to full public scrutiny as such the Assistant needs to exercise a high degree of judgment.
QUALIFICATIONS REQUIRED:
- A college diploma with a legal administration specialization, or equivalent training and / or experience.
- A minimum of 3 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 and sophisticated user level in word processing, spreadsheets, database applications, case management systems, Internet and intranet with strong word processing or keyboarding skills, with the ability to type 60 error free words per minute.
- Speedy and accurate dicta-typing is required.
Client / Customer Service Delivery
- Provides exceptional administrative assistance and support to their team, including 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.
- Regularly drafting or preparing affidavits, charts, correspondence and memoranda.
- Regularly preparing and organizing investigation files, exhibit books, Electronic Key Evidence Briefs (EKEB) and disclosure materials to be transferred to Litigation Services.
- Coordinating and requesting the services of process servers to serve materials on licensees, applicants and witnesses.
- Ensuring the accurate and timely maintenance of the case management requirements of the Investigation Services processes.
- Uploading various documents to the case management system.
- 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.
- Contacting licensees, complainants and witnesses regarding their availability for meetings.
- Assisting the Administration 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, disciplinary 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.
Financial Responsibility
- 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.
Team Membership
Promotes the sharing and transfer of knowledge and expertise amongst other team members and those they work closely together with.
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 participating in solutions development to optimize both individual and departmental performance and goals.
Special Projects and Initiatives
Assists Investigation Services staff in the effective use of computerized support systems.
May undertake special projects as assigned from time to time.
Works 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.
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.