Legal Assistant

2 weeks ago

Kitchener, Canada Region of Waterloo Full time

Committed to fostering opportunities for current and future generations, the Region of Waterloo is an inclusive, thriving, and sustainable region of connected rural and urban communities with global reach. Our mission is to serve, engage and inspire, by delivering quality services to a diverse population of 630,000+, while creating a healthy, collaborative environment of learning, respect, and innovation.

This is a place where employees are valued and recognized for their talents and contributions to our success. Our employees take pride in making a difference in people's lives through the work that we do. We are looking for people like you to help make it happen.

**Our Team**:
The Legal Services team supports all Regional departments, Regional Council, CAO and the Waterloo Police Services Board on significant and complex issues, provides professional legal assistance, advice, opinions and recommendations. We assist the organization in the development of corporate and departmental policies, procedures and business plans. We are involved in many projects including a broad range of transportation projects, supporting businesses and economic development, affordable housing and engagement with indigenous communities to represent the Region and advance its position on all legal matters. We care deeply for our community and we are looking for others who want to make a difference by doing innovative and interesting legal work. Come share our passion.

**The Opportunity**:
As Legal Assistant (Administration) you will provide clerical and confidential administrative support to the Director and the Division, including administrative support related to real estate, expropriation, and development transactions. You will also coordinate divisional submissions of Council and Committee reports. If you have skills in organization, attention to detail, and problem solving this may be the role for YOU

You will review land registry title searches, prepare personal property security registrations, and review and prepare documentation for projects in receipt of funding from the Region’s affordable housing strategy.

You will requisition cheques and administer advances of funds to proponents engaged in housing programs.

You will provide training, guidance, and comments for performance evaluation.

You will coordinate operational functions for the Division, such as, arranging office space, computers, parking, provide on-boarding/off-boarding for same, arrange servicing of equipment and process divisional mail.

You will coordinate the preparation of documents, collect, compile, and distribute data to staff, and update the tracking system and complete annual municipal benchmarking measures for the Division.

You will communicate with lawyers and professionals and respond to general inquiries from the public regarding divisional services.

Conducts real estate property title searches, execution searches, and personal property security searches; advises Director of issues.

You will serve as the divisional records assistant, tracking and organizing closed files to send offsite per corporate standards, keeping the law library updated and ensuring that the divisional filing systems and an index/cross-referencing system are maintained.

You will provide administrative support to the Director, maintaining the Director’s calendar, preparing agendas, and taking meeting minutes, as required.

You will book training, conference, and travel requirements for Director and solicitors and maintain an attendance records for divisional staff.

You will assist in drafting budget forecasts, providing cost comparisons to division staff, monitoring actuals to budgeted expenditures and reporting variances to Director.

You will make recommendations regarding the budget structure.

You will prepare documentation for payment of invoices and accounts, reconcile, and submits p-card statements for divisional staff as well as monthly Teraview expenses.

You will organize and submit budget issue papers to Finance as required and represent the Division on project teams and committees and participates on special project teams.

Knowledge of legal office procedures, budget preparation, legal issues and programs, and administrative and organizational skills, normally acquired through a diploma or certificate in a related field (e.g., Legal Secretary Certificate), plus related experience in a legal environment.

Knowledge of real estate processes and documentation, forms, contracts, agreements, and leases, normally acquired through a diploma/certificate in a related field (e.g., Law Clerk Diploma/ILCO Certification), plus related experience in a legal environment specializing in corporate commercial transactions.

Knowledge of and ability to comply with policies, procedures, and related legislation (e.g., Registry Act, Land Titles Act, Personal Property Security Act).

Organizational, attention to detail, problem solving, and continuous improvement skills

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