Legal Administrative Assistant, Regulatory Services, Professional Regulation (Hybrid, Toronto)
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Job Location:
Monthly Salary:
Posted on:
10 hours ago
Vacancies:
1 Vacancy
Job Summary
OVERVIEW
At Law Society of Ontario we believe in the importance of a collaborative and supportive work environmentthat provides high quality andprofessional service to the public lawyers and paralegals and other stakeholders.
We are always on the lookout for exceptional individuals who are ready to make a meaningful impact innovate and grow with us. Our offering:
- We value each member of our team and invest in your professional learning and development.
- We provide access to the resources needed to support professional growth mental health and well-being is a priority.
- Our competitive compensation package includes a defined contribution pension plan health and dental benefits plan and a robust Employee and Family Assistance Plan (EFAP).
- Our progressive employment policies high levels of employeeengagement and the impressive architecture and beautiful grounds of the historic Osgoode Hall there are many reasons to work at the Law Society.
We hope you will consider joining the Law Society!
JOB PURPOSE:
Plans organizes and coordinates administrative practices and procedures to support ongoing case management while managing multiple competing deadlines across Regulatory Services Regulatory Compliance and the Compensation Fund. Performs a broad range of administrative and operational tasks including triaging communications responding to practice disposition inquiries managing inventory and records maintaining files conducting legal searches handling mail and courier activities and preparing meeting minutes.
QUALIFICATIONS REQUIRED:
- Requires completion of a 2 year college program (in a specialized / technical / trade discipline) in Legal Administration or a related discipline.
- Requires a minimum of 3 years experience providing legal administrative support preferably in a legal or professional regulatory environment.
- Experience with litigation is an advantage.
- Professional knowledge:
- Legal office practice legal terminology and procedures related to legal correspondence and documents.
- Verbal and written communication in French is an asset.
- A valid class G drivers license would be an asset.
- Technical skills:
- Microsoft Office Suite / 365 (Word Excel PowerPoint etc.).
- Case management systems.
- Database applications.
- Adobe PowerPoint ShareFile and SharePoint.
- Requires a typing speed of 60 error-free words per minute and experience with dicta-typing.
- Competencies:
- Customer service skills.
- Analytical and problem-solving skills.
- Project coordination prioritization and time management skills.
- Interpersonal oral and written communication and presentation skills.
- Organizational and multitasking skills with attention to detail.
- Mathematical acumen.
- Ability to exercise a high degree of discretion and judgment to often deal with confidential and sensitive matters as well as high-profile political and media issues.
- Ability to follow established procedures and instructions while remaining flexible and adaptable to changing priorities.
- Excellent attention to detail multitasking and proofreading skills.
- Ability to work independently and as a team member in a fast-paced environment while balancing competing priorities.
- Travels periodically throughout the GTA and Ontario on short notice and occasionally overnight to assist in recovering practices or other Trustee Services activities.
- Working on the licensees premises will require the incumbent to lift and carry a weight of 30 pounds as well as stand for extended periods.
* 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
- Provides comprehensive administrative support to the Regulatory Services team including opening and closing files drafting and proofreading documents organizing and reviewing client materials scanning and managing records distributing mail formatting correspondence and legal documents issuing and arranging service of originating processes in accordance with the Rules of Civil Procedure and preparing materials for digital storage.
- Assists with the recovery of client property and other practice-related materials coordinating with suppliers and attending off-site recoveries as required.
- Triages communications and responds to inquiries from the public clients and licensees regarding practice dispositions ensuring adherence to customer service standards.
- Conducts a variety of legal searches including real property corporate motor vehicle court case law and internet directory searches.
- Schedules appointments and meetings manages room/virtual setup prepares required documentation coordinates attendee availability and records meeting minutes.
- Supports hearings before the Superior Court of Justice practice recoveries and the administration of trusteeships and custodianships.
- Acts as a legal administrative assistant to counsel law clerks UTF officer and other administrative staff within Regulatory Services providing assistance as assigned.
Financial Responsibility
- Assists with the monthly reconciliation of assigned Regulatory Services accounts (e.g. external storage MTO accounts etc.).
- Maintains and requisitions office supplies for assigned work area.
- Prepares reports and statistics.
- Assists in tracking time and expenses for cost recovery.
Team Membership
- Monitors trends and issues related to legal matters and file management to support policy development and process improvements.
- Identifies gaps in departmental work processes and contributes to the development and implementation of solutions to enhance both individual and departmental performance.
- Promotes knowledge sharing and expertise transfer among team members and collaborates closely with the administrative support team to ensure effective use of departmental resources.
- Proactively supports team priorities and when appropriate takes the lead to ensure timelines and deliverables are met.
- Provides guidance and training to co-op students summer students contract staff and temporary employees on departmental processes.
- Assists staff in the effective use of electronic support systems.
- Participates in assigned projects and working groups.
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.
OUR COMMITMENT
The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible barrier-free and inclusive workplace and are committed to continuing 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 or call . We appreciate all interest and will directly contact candidates under consideration.
The Law Society of Ontario does not use Artificial Intelligence (AI) tools to screen assess or select applicants during the hiring process at present.
Required Experience:
Unclear Seniority
Key Skills
- Close Protection
- Credit Control
- Customer Service
- Government
- Analytics
