OVERVIEW:

JOB PURPOSE:

Provides confidential and essential legal administrative support to the Investigations Department. Plans, organizes and coordinates administrative practices and procedures to support ongoing case management and balancing competing deadlines relating to internal complaint processes. Handles political and media sensitive issues that are subject to public scrutiny, requiring a high degree of judgment.

QUALIFICATIONS REQUIRED*:*

• Requires completion of a 2-year college program in Legal Administration or a related discipline.

• Requires a minimum of 3 years’ experience providing legal administrative support, preferably in a legal or regulatory environment.

• Professional Knowledge

  • Legal office practices, legal terminology, and procedures related to legal correspondence and documents.
  • Knowledge of regulatory division practices and procedures.
  • Ability to communicate orally and/or in writing in French is 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 skills required to effectively respond to and transmit information to team members and others.
  • Presentation skills.
  • Organizational and multitasking skills with attention to detail.
  • Relationship Management.
  • 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.

• 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 administrative support to the team for maintaining files, drafting and proofreading documents, receiving and tagging documents to ensure proper categorization, scanning and distributing mail, liaising with witnesses, closing files, preparing materials for storage, etc.
• Maintains electronic and physical records in accordance with established protocols and ensures strict confidentiality of sensitive information.
• Ensures accurate and timely upload of documents and maintenance of case files and data in the case management system; monitors case status and assists the Administration Manager in reviewing reports to maintain up-to-date records.
• Assists with regulatory processes by performing searches, including Canadian Legal Information Institute (CanLII), motor vehicle and internet directory searches.
• Coordinates the services of documents by liaising with process servers, licensees, applicants, and witnesses.
• Obtains transcripts from the Tribunals Office from disciplinary proceedings.
• Prepares and revises legal documents and correspondence, including affidavits, memoranda, charts, and transcripts of digitally recorded licensee and witness interviews, and issues and arranges 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.
• Schedules appointments, meetings, and interviews, including coordinating room bookings, interpreter services, required documentation, and participant availability. Arranges travel for staff and witnesses and manages related logistics.
• Prepares and organizes investigation files and disclosure materials for transfer to Litigation Services.
• Responds to inquiries from internal and external parties, including staff, licensees, complainants, and witnesses, maintaining professionalism and a high standard of customer service.

Financial Responsibility

• Manages office supplies, including inventory tracking and reordering as needed.
• Ensures the proper functioning of office equipment and coordinates maintenance or repairs.
• Prepares and processes expense reports, payment requisitions, and incoming invoices in accordance with established procedures.
• Compiles data and prepares statistical summaries and special reports as requested.

Team Membership

• Collaborates with team members to identify and resolve workflow issues, and participates in the development and implementation of process enhancements to support continuous improvement of departmental efficiency and effectiveness.

• Meets individual performance targets related to quality, accuracy, and timeliness.

• Identifies process gaps and inefficiencies and proactively recommends improvements to the Administration Manager.

• Assists staff in the effective use of computerized support systems and tools.

• May undertake special projects.

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 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 hr@lso.ca or call 416-947-3438.