Assistant, Early Intervention (Legal Assistant)

Job summary

The assistant provides administrative support to the Early Intervention department, including file management, correspondence preparation, and database maintenance. They also handle inquiries, schedule meetings, and produce reports to support the department's regulatory and intake processes.

Job details

The Law Society of Alberta (Law Society) regulates the legal profession in the public interest. We derive our authority from the Legal Profession Act [https://kings-printer.alberta.ca/documents/Acts/l08.pdf] of Alberta and set out standards through a Code of Conduct [https://documents.lawsociety.ab.ca/wp-content/uploads/2017/01/14211909/Code.pdf] and the Rules of the Law Society of Alberta. [https://documents.lawsociety.ab.ca/wp-content/uploads/2017/01/04144612/Rules.pdf] In alignment with the Law Society’s vision, mission, and strategic plan, the Early Intervention department provides a mechanism for people to convey concerns about a lawyer; assesses information for regulatory risk; and streams matters to the discipline process or provides feedback and learning opportunities. This is part of the Law Society’s strategic goal of being a model regulator by proactively addressing lawyer skills while addressing disciplinary matters through a fair process. The Early Intervention department includes intake, assessment and resolution activities. As key members of the Early Intervention team, the Assistants share responsibility, as assigned, for providing administrative support to the Early Intervention department. Success in this position requires excellent communication, organizational, time management, and interpersonal skills, and strong attention to detail. KEY ACCOUNTABILITIES As a member of the Early Intervention team you will: * Provide administrative support and program assistance to the department. This may include supporting Early Intervention Counsel, Intake Specialists, the Manager, Intake and Early Intervention Administration, and/or the Senior Manager, Professionalism. * Organize and maintain files, filing systems, diarization systems, and databases. * Prepare correspondence. * Produce scheduled and ad hoc reports. * Develop and maintain professional working relationships with staff, other departments, and internal and external stakeholders. * Perform general office duties. * Prepare, distribute, track, and follow up on correspondence, including assessment letters. * Respond to phone, email and written inquiries, including providing information about Early Intervention processes and resources to lawyers, customers, and other Law Society departments. * Open, close, and maintain individual files, including inputting data into database as required. * Maintain bring-forward system for files. * Maintain filing systems, including accurately scanning paper materials and accurately maintaining electronic files. * Prepare scheduled and ad hoc reports including EI file status and metrics. * Prepare, coordinate, and distribute Early Intervention materials. * Schedule meetings and appointments, including catering and technology as required * Produce agendas and minutes. * Monitor, manage and reply to shared email inboxes, folders and portal messages. * Process time off requests and ensure accuracy of department time off calendar, if and as needed. * Assist with travel arrangements and prepare expense reports, if and as needed. Additionally, you will: * Provide coverage and support to other Early Intervention Assistants and Intake Specialists as required. * Participate in continuous improvement initiatives, including identifying potential process improvements to administrative tasks. * Remain interested in, and capable of, growing to meet changes and additional challenges that may be added to this position over time. * Provide training to assist with onboarding or updating skills of team members, when and if appropriate depending on seniority and proficiency. * Complete other tasks as assigned. QUALIFICATIONS * Administrative Assistant or Legal Assistant diploma or a minimum of 2 years of relevant administrative experience. * Proven ability to work independently and collaboratively within a strong team environment. * High level of professionalism; excellent communication and interpersonal skills. * Excellent time management skills, able to multi-task and prioritize. * Strong analytical and organizational skills. * Experience handling confidential and sensitive information. * Strong research capabilities using internal and external resources. * Strong writing and grammar skills, with the ability to independently draft and edit correspondence and other documents as required. * Strong attention to detail and high degree of accuracy. * Proven experience with creating documents and maintaining databases and filing systems. * Excellent knowledge of relevant computer applications (Word, Outlook, Excel), customer relationship management systems, and web content management systems (SharePoint).

What you’ll do

The assistant provides administrative support to the Early Intervention department, including file management, correspondence preparation, and database maintenance. They also handle inquiries, schedule meetings, and produce reports to support the department's regulatory and intake processes.

Requirements

Candidates must possess an Administrative Assistant or Legal Assistant diploma or at least 2 years of relevant administrative experience. Strong communication, organizational, and technical skills in Microsoft Office and database management are required.

Listed skills

• Time management · Preferred
• Administrative Support · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• SharePoint · Preferred
• Reporting · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Microsoft Outlook · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Time management
• Organizational skills
• Communication skills
• Interpersonal skills
• Attention to detail
• Database management
• File management
• Correspondence preparation
• Reporting
• Research
• Microsoft Word
• Microsoft Outlook
• Microsoft Excel
• SharePoint
• Ad Hoc Reporting
• Administrative Support
• Early Intervention
• Professionalism
• Organizational Skills
• Regulatory Risk
• Expense Reports
• Administrative Functions
• Customer Relationship Management
• Strategic Planning
• Communication
• Web Content Management Systems
• Continuous Improvement Process
• Grammar
• Interpersonal Communications
• Multitasking
• Office Procedures
• Microsoft SharePoint
• Time Management
• Travel Arrangements
• Writing
• Process Improvement
• Filing
• Detail Oriented

Job areas

• Administrative
• Legal
• Government & Public Sector
• Early Interventionist
• Paralegal / Legal Assistant
• Legal and Related Associate Professionals
• Paralegals and Legal Assistants

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