Administrative Assistant, Legal Services

3 days ago

Cambridge, Canada Waterloo Regional Police Service Full time

**Administrative Assistant, Legal Services**

**Waterloo Regional Police Service**

With more than 1000 sworn and civilian members, the Waterloo Regional Police Service (WRPS) requires a **Administrative Assistant, Legal Services**. **The WRPS delivers exceptional police services to its residents. The Waterloo Region is a vital and prosperous community in Southern Ontario that offers the unique combination of a growing urban centre surrounded by four rural communities. You will work in a community proud of its diversity, and within an organization focused on its people.

As the **Administrative Assistant, Legal Services**

**You Will**:

- Manages schedule of Senior Director, Legal Services & Risk Management, anticipating issues and proactively initiating appropriate action/prioritization. Partners effectively with Senior Leaders, external contacts, and other Administrative Assistants in scheduling meetings and addressing scheduling conflicts and urgent meeting requests;
- Coordinates the organization of meetings and conference calls, including agendas and distribution of supporting materials. Arranges all logistics for meetings. Attends meetings, records minutes of meetings for review, and distributes approved meeting minutes packages;
- Prepares highly confidential correspondences, documentation and reports on behalf of the Senior Director, Legal Services & Risk Management and Solicitor directed to senior leadership, internal departments, and external organizations including government agencies;
- Prepares documentation respecting (new and renewal) secondment agreements, Ministry funding agreements, maintenance agreements, licensing agreements, confidentiality/non-disclosure agreements, shared resources agreements, miscellaneous agreements for approval and signature by the Solicitor; ensures approvals are obtained and documents are properly executed by all parties; provides notification to staff of completion; ensures agreements are kept current by tracking expiry dates, expiration of insurance certificates, etc.; ensures secure storage of original copy;
- Provides administrative to support to Professional Standards on highly confidential investigations and/or discipline matters as directed by Senior Director, Legal Services & Risk Management;
- Processes routine documents including invoices to support budget requirements, and reconciles and prepares purchase card documentation for approval and processes highly confidential invoices from external legal counsel for the Chief’s Office;
- Prepares Board reports respecting reimbursement of legal fees to the Association for members requiring legal representation, processes invoices once approval has been obtained;
- Obtains statutes and case law as required from electronic sources such as Quicklaw and the Internet;
- Accesses all criminal records, police occurrences, license plate checks and personnel files to gather and provide information to contacts and to provide back-up information to the Senior Director, Legal Services & Risk Management and/or Solicitor prior to responding to members or the public;
- Queries Niche RMS, the Intranet, the Canadian Police Information Centre (CPIC) system and the Ministry of Transportation Ontario Police Automated Registration Information System (PARIS) as required to collect information;
- Acts as liaison with the Office of the Ministry of the Attorney General respecting the appointment of new Commissioners and renewal of existing Commissioners;
- Maintains “Tickler System” for all Legal Service Branch’s files (except litigation) as required by the Law Society of Upper Canada so files are brought forward ensuring actions imposed by the Branch, limitation dates governed by legislation and deadlines imposed by the Court or legal contracts are met; maintains Branch files in accordance with Records Retention policy;
- Has carriage of routine matters under the direction of the Solicitor;
- Photocopies and collates documents, sends faxes, arranges for mail and/or courier deliveries as required; maintains reference publications by inserting updates; and transcribes data from printed pages and Dictaphone as required;
- Maintains postings of agreements, protocols, bylaws on the Intranet;
- Maintains inventory of office supplies, ordering replacements as required and ensures office equipment is in good working conditions and arranges for repairs or replacement as required;
- Performs duties as a Commissioner for Taking Affidavits as appointed by the Ministry of the Attorney General and, when swearing in new employees, does an explanatory presentation regarding Oath of Secrecy obligations;
- Provides occasional back up, support and assistance to the Law Clerk; Administrative Assistant, Professional Standards; and Executive Assistant, Chief of Police as required; and
- Performs other related duties as assigned.

**You Have**:

- Understanding of legal terminology, procedures and professional ethics, normally acquired through su

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