Administrative Coordinator for Legal Affairs
4 weeks ago
Position Overview:
The Administrative Coordinator for the Legal Affairs department provides comprehensive support for all functions within the office, focusing on administrative and paralegal tasks.
This department offers legal services to the City of Saint John, managing contracts, compliance, and real estate issues.
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 ideal candidate will engage directly with personnel from various City departments.
Additionally, there will be interactions with the public, different government levels, law firms, and various organizations.
This role operates in a dynamic environment that presents unexpected challenges and requires an individual who thrives on variety, is receptive to continuous improvement, and is eager to learn.
PARALEGAL FUNCTIONS:
The successful candidate will assist in drafting documents related to real estate, planning, by-law enforcement, labor issues, and litigation, while conducting research as directed by attorneys.
Reviewing materials received by the department for accuracy and completeness is expected, ensuring any deficiencies are addressed by the appropriate sources.
The level of supervision provided by attorneys will vary based on the complexity and uniqueness of the tasks.
REAL ESTATE &
CONTRACT MANAGEMENT:
The Legal Affairs department is responsible for contract management and real estate.
The administrative coordinator will aid in managing the administrative aspects of real estate transactions up to the closing stage, including document preparation and supporting by-law enforcement, litigation, and contract management efforts.
Additional Responsibilities:
Duties may include drafting subdivision and development agreements based on Council resolutions, staff reports, and other relevant information; processing agreements and ensuring the adequacy of insurance documentation, security instruments, and other related materials.
ADMINISTRATIVE SUPPORT:
This role involves providing administrative assistance to all members of the Legal Affairs department, which includes the contract management and real estate divisions as well as the attorneys.
Daily responsibilities encompass clerical tasks such as payroll hours entry for department employees, maintaining the filing system, managing records, contracts, and documents, processing invoices, purchasing office supplies, and overseeing the general administrative functions of the office.
The coordinator will also assist with budget processes, maintain calendars, schedule meetings, and support the customer service operations of the office.
Essential Qualifications:A strong ability to read critically, think analytically, and communicate effectively, both orally and in writing.
A proven track record of taking initiative, working independently, and demonstrating maturity in decision-making and accountability.
A demonstrated capacity to collaborate effectively with others.
An ability to maintain strict confidentiality regarding sensitive information.
Proficiency in office software applications (including advanced skills in Word, PowerPoint, Excel, and HTE-related applications) and familiarity with general office equipment.
EDUCATION:
The preferred candidate will possess a 2-year diploma in Business, Paralegal Studies, or a related field.
CERTIFICATION:
A level of Intermediate 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 recently adopted Compressed Work Week Trial.
This schedule may be subject to change.Equal Opportunity Employer:
We are an Equal Opportunity Employer.
We are dedicated to fostering a workforce that reflects the diversity of the communities we serve.
We encourage applications from Indigenous individuals, persons with disabilities, and members of visible minority groups. Qualified candidates from these groups will be given preference during the selection process.Applications will be accepted exclusively through our online system.
Qualified applicants should submit their cover letters and resumes to:
City of Saint John
Attn:
Hiring Committee
(careers/employment opportunities)
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