legal assistant 2

2 days ago

Toronto, Ontario, Canada City of Toronto Full time

The City of Toronto seeks a Legal Assistant 2 to provide administrative support to Solicitors and Managers in the Legal Services division.





Reporting to the Supervisor Law Clerks Conveyancers, the Legal Assistant 2 provides administrative support services to the Solicitors and Managers in all sections of Legal Services. The successful candidate will be responsible for:

• Transcribing Solicitor's notes and preparing correspondence, legal opinions, factums, notices of motion, court forms, pleadings, affidavits, books of authority, applications to Tribunals and other legal documents.
• Formatting documents according to prescribed legal requirements and submitting them to Solicitors for review.
• Preparing draft agreements, By-laws, utilizing precedents and information provided by the Solicitors.
• Preparing and processing legal documents/forms such as insurance claims, notices of motion, etc., from police reports and information provided by Solicitors.
• Compiling information related to cases, as requested, and preparing and processing requests for disclosure.
• Organizing evidence, dockets, disclosure, affidavits, witness statements, procedural orders, pleadings, correspondence, factums, and trial briefs and other documents as requested.
• Ensuring that court dates, due dates, and limitation dates are diarized and brought to the Solicitor's attention.
• Coordinating the service and filing of legal documents, including arranging service with a process server or appropriate legal official upon receipt.
• Arranging appointments and appearances with Courts, Special Examiners, other Solicitors, external consultants, and representatives from City Divisions.
• Setting up and maintaining correspondence, document, and case files and other legal material utilizing the corporate record management system.
• Maintaining current standard form agreements, legislation, By-laws, and precedents.
• Requiring files from other Divisions and certified copies of decision and By-laws.
• Arranging for title searches and corporate searches as required.
• Responding to inquiries and exchanges information regarding litigation, planning, prosecutions, and other legal matters with Solicitors, enforcement staff, representatives from other municipalities, and all levels of staff from City Divisions, Agencies, Boards, and the public.
• Preparing the submission of petty cash reimbursements, mileage claim forms, and other administrative matters.





The ideal candidate will have:

• Post-secondary education in a relevant professional discipline or the equivalent combination of education and/or experience related to the duties listed above.
• Experience with preparing, processing, and editing/formatting various legal documents, including notices of motion, court forms, pleadings, factums, presentations, disclosure, and preparing correspondence for signature.
• Experience working with various filing systems, including the management of large volumes of information, hard copy, and/or electronic.
• Proficiency with MS Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Pro.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, deal with conflicting priorities, and work demands.
• Excellent interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level.
• Familiarity with various legal documents, e.g., notices of motion, court forms, pleadings, factums, and how one document relates to another.
• Working knowledge of specialized legal terminology and phraseology.
• Good knowledge of municipal operations, policies, and procedures, Provincial Offences Act, and Council proceedings.
• Knowledge of office systems and procedures, with the ability to identify problems and inefficiencies and to develop effective solutions.
• Ability to exercise independent judgment, diplomacy, and discretion in dealing with legal matters.
• Ability to perform duties with minimal supervision.
• Ability to work overtime, if required.

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