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Legal Services Office Coordinator

3 months ago

Calgary, Alberta, Canada City of Calgary Full time

About the City of Calgary
If you are dedicated to public service and value collaboration, the City of Calgary is the place for you. Our employees play a vital role in delivering essential services and programs that positively impact our community. We prioritize work-life balance, promote safety, and offer competitive compensation, including wages, pensions, and benefits. Together, we strive to make Calgary a great place to live and work.

Commitment to Diversity
The City is devoted to creating a respectful, inclusive, and equitable workplace that reflects the community we serve. We encourage applications from individuals who have shown a commitment to equity, diversity, inclusion, anti-racism, and reconciliation. Accommodations are available during the hiring process upon request.

Position Overview
An exciting opportunity has arisen for an Office Administrator in the Legal Services department, reporting directly to the Director of Law. In this role, you will enjoy a significant level of responsibility and autonomy within a collaborative team environment. Your primary responsibilities will include:

  • Supervising members of the Legal Services administrative team, including involvement in recruitment, staff scheduling, onboarding, and training.
  • Managing the safety program for the Legal department.
  • Participating in budget and financial administration, including financial analysis and forecasting to develop and monitor budgets throughout the year.
  • Overseeing accounts payable, accounts receivable, and payment operations, including corporate credit cards, payroll, petty cash, and payments for memberships and training.
  • Supporting the Law Leadership Team with Information Technology processes, including purchasing, maintaining, troubleshooting, and updating software on devices.
  • Administering ProLaw, the matter management system for Legal Services, including troubleshooting and generating reports for management.
  • Managing office space, including furniture configurations and supplies.
  • Ensuring office equipment is functional and properly maintained.
  • Participating in benchmarking initiatives and data collection as required.
  • Contributing to the Conflict of Interest Committee by organizing meetings and reviewing audits.
  • Overseeing the Corporate Records Management Program for the Legal department.

Qualifications
To be considered for this position, candidates should possess:

  • A completed 2-year diploma in legal studies and a minimum of 4 years of relevant legal experience.
  • Equivalent combinations of education and experience may be considered.
  • Familiarity with ProLaw, Human Capital Management (HCM), and Financial Supply Chain Management (FSCM) software is advantageous.
  • Demonstrated leadership and management skills.
  • Strong interpersonal and communication abilities, with the capacity to thrive in a dynamic environment.
  • The ability to work independently as well as collaboratively within a team.
  • A proven track record of maintaining confidentiality and exercising discretion in sensitive matters.