Legal Secretary

2 weeks ago

Toronto, Canada Ombudsman Ontario Full time
Are you a legal go-getter? Can you hit the ground running? The Ministry of the Attorney General, Office of the Children's Lawyer, seeks an organized, flexible team player that can provide excellent legal secretarial support in a high volume, high pressure and fast-paced environment.

The Office of the Children's Lawyer is dedicated to ensuring an open, accessible, equitable and respectful workplace, and is committed to reflecting the diverse communities it serves. We encourage applications from members of our diverse communities and under-represented groups, particularly Indigenous Peoples, Black people, persons from other racialized groups, persons with disabilities and 2SLGBTQ+ persons, as well as anyone committed to providing high-quality services to the children of Ontario.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?You will:
• manage calendars for at least two legal professionals
• prepare and track correspondence, reports and legal documents
• produce volumes of court documentation and have it served appropriately
• compose and transcribe from Dictaphone legal materials and documents using word processing software
• develop and maintain filing, indexing and bring-forward systems
• liaise with the bench, bar and other professionals, agencies, the public and office clients
• prepare agendas, arrange travel, meetings and conferences
• provide back-up coverage for other members of the support team and reception

How do I qualify?Legal Knowledge:• You have demonstrated legal secretarial experience
• You have knowledge of relevant statutes, rules and regulations, legal office and court procedures, legal documents and formats, related policies, standards and best practices to prepare varied legal documents, screening and disclosure materials
• You can determine confidentiality of privileged information and its release conditions based on your knowledge and experience and without, at times, referring to professional staff
• You have the ability to deal with extremely sensitive issues and work in a high-pressure environment

Organizational, Research, Analytical and Problem-Solving Skills:• You can prioritize workload, track and follow-up on missing or delayed items, and ensure deadlines and time frames are met
• You have research, analytical and problem-solving skills to collect case information, review litigation documents and assess relevancy of legal issues involved

Communication and Customer Service Skills:You can:
• answer telephone and counter inquiries regarding administrative policies and legal procedures to the legal profession, court staff and the general public using tact and discretion
• use appropriate legal terminology to prepare legal documents from precedents or information provided by counsel (example: factums, appeals, indictments)
• compose material from own knowledge and sign correspondence on behalf of professional staff (example: letters of acknowledgement, covering letters, reports and documents)

Computer Skills:• You are proficient with word-processing, email, spreadsheet, presentation and database software (example: Word, Outlook, Excel, Acrobat Pro and PowerPoint)
• You can produce letters, memoranda, reports and legal documents, according to established/standard procedures
• You can enter, track, and update data, correspondence and case files

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