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Administrative Coordinator for Legal Affairs
2 months ago
Position Overview:
The Administrative Coordinator for the Legal Affairs department provides comprehensive support in both administrative and paralegal functions.
This department encompasses legal services, compliance, and real estate matters for the City of Saint John.
Collaboration with senior staff members is essential, requiring exceptional organizational skills, effective written and verbal communication, and experience in records management, all while upholding strict confidentiality.
The successful candidate will engage directly with personnel from various City departments and interact with the public, government entities, law firms, and other institutions.
This role demands adaptability to unforeseen circumstances and a willingness to embrace a diverse work environment, showcasing a commitment to continuous improvement and a desire to learn.
PARALEGAL FUNCTIONS:
The selected individual will assist in drafting documentation related to real estate, planning, by-law enforcement, labor issues, and litigation, while conducting research as directed by attorneys.
It is expected that the candidate will review departmental materials for accuracy and completeness, ensuring any discrepancies are addressed appropriately.
The level of supervision provided by attorneys will vary based on the complexity of the tasks involved.
REAL ESTATE & CONTRACT COMPLIANCE:
This department is responsible for contract compliance and real estate management. The administrative coordinator will support the administrative aspects of real estate transactions leading up to closing, including documentation preparation and assistance with by-law enforcement, litigation, and contract management.
Additional Responsibilities:
These may include drafting subdivision and development agreements based on Council resolutions and staff reports, processing agreements, and ensuring the adequacy of insurance documentation and security instruments.
ADMINISTRATIVE SUPPORT:
This role involves providing administrative assistance to all members of the Legal Affairs department, which includes contract management and real estate divisions as well as attorneys.
Daily responsibilities may encompass clerical tasks such as payroll entry for department employees, maintaining filing systems, managing records, contracts, and documents, processing invoices, purchasing office supplies, and overseeing general office administration.
The Administrative Coordinator will also assist with budget management, calendar maintenance, and scheduling meetings, in addition to supporting the customer service functions of the office.
Essential Qualifications:Ability to critically read, think analytically, and communicate effectively in both oral and written forms.
A proven history of initiative in work tasks, independence in fulfilling job responsibilities, and maturity in decision-making.
Demonstrated capability to collaborate effectively with others.
Ability to maintain absolute confidentiality regarding sensitive information.
Proficiency in office software applications (including advanced skills in Word, PowerPoint, Excel, and related applications) and general office equipment.
EDUCATION:
The ideal candidate will possess a 2-year diploma in Business, Paralegal studies, or a related field.
CERTIFICATION:
Intermediate proficiency in French, as assessed by the Province of New Brunswick Oral Proficiency Exam, is considered an asset.
EXPERIENCE:
A minimum of five years of relevant experience is preferred. A combination of education and experience may be taken into account.
The successful candidate will have the opportunity to work a compressed work week of four days (Monday to Thursday) during the trial period of the City's newly implemented Compressed Work Week Trial.
Important Note:
Proof of full COVID-19 vaccination or a valid medical exemption certificate is a condition of employment with the City of Saint John. Those providing a valid medical exemption must comply with the City's Vaccine and Test Policy. Non-compliance may result in termination.
Equal Opportunity Employer:
The City of Saint John is an Equal Opportunity Employer committed to fostering a workforce that reflects the diversity of the communities we serve. We encourage applications from Indigenous peoples, individuals with disabilities, and members of visible minority groups. Qualified candidates from these groups will be given preference during the selection process.
Applications will only be accepted through our online system.
