Legal Administrative Specialist 1-2

3 weeks ago

Halifax, Nova Scotia, Canada Government of Nova Scotia Full time

About Us

The Legal Services Division serves as the legal representative for the government, offering comprehensive legal counsel and services to facilitate government operations and support its strategic objectives. With a dedicated team of over 160 legal professionals, including lawyers, paralegals, and administrative staff, it stands as one of the largest legal offices in the Province.

For further details about the Department of Justice Legal Services, please refer to our official website.

About Our Opportunity

Under the general oversight of the Legal Services Supervisor, the Legal Services Technician 1-2 will deliver high-quality, specialized legal administrative support and file management assistance under the guidance of multiple attorneys. This role requires a strong foundation in secretarial and administrative skills, familiarity with legal terminology, and specialized procedures relevant to various legal domains. The successful candidate will thrive in a high-pressure environment with strict deadlines while maintaining confidentiality and working with minimal supervision.

Key responsibilities include the creation, tracking, and management of litigation files. The position demands adaptability to changing priorities, effective balancing of legal assistance and administrative duties, timely responses to inquiries, and organized file management on a daily basis.

Primary Accountabilities

Legal Assistance / Support to Attorneys

  • Provide specialized legal support to attorneys offering legal advice and litigation services to government departments and associated agencies.
  • Ensure that documents assigned by attorneys are prepared, filed, and/or served within designated deadlines.
  • Research and retrieve legal case law, precedents, or other pertinent information as requested by attorneys.

Secretarial / Administrative Support

  • Draft correspondence, presentations, and legal and non-legal documents.
  • Address inquiries from internal and external clients as well as the public.
  • Manage appointment scheduling and maintain attorneys' calendars, including booking rooms, court reporters, travel arrangements, and case conferences.
  • Provide travel and accommodation arrangements as necessary.
  • Collaborate within a team environment, offering coverage to colleagues as directed by the Legal Services Supervisor.

Responding to Inquiries and File Management

  • Act as a liaison to ensure clients receive accurate information, including file updates and procedural changes.
  • Oversee files in the Central Registry filing system, electronic shared directories, and document management databases.
  • Organize all physical and electronic files, including document filing, data entry, and utilization of the STAR/STOR classification system.
  • Ensure that files are current and prepared for review by attorneys as needed.

Qualifications and Experience

The ideal candidate will possess a certificate or diploma from a recognized Legal Assistant or Paralegal program.

Experience in an automated environment is essential, with proficient typing, dicta typing, MS Word, and data entry skills. A solid understanding of legal terminology, procedures, and documentation is required, along with excellent research, analytical, and organizational abilities. Strong communication skills, both written and verbal, are necessary to interact effectively with clients, attorneys, and colleagues while maintaining confidentiality and impartiality.

Additional assets include:

  • Familiarity with various court levels.
  • Understanding of Civil Procedure Rules.
  • Knowledge of provincial government departments and agencies.
  • Experience with STAR/STOR record classification systems or other file management systems.

We will evaluate the qualifications mentioned above through various assessment methods, including written tests, oral presentations, interviews, and reference checks.

Equivalency

Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.

Benefits

Depending on employment status and union agreements, the Government of Nova Scotia provides a comprehensive benefits package, including a Defined Benefit Pension Plan, Health, Dental, Life Insurance, General Illness, Short and Long Term Disability, Vacation, and Employee and Family Assistance Programs. For detailed information on our benefits offerings, please refer to our Benefits for government employees section.

Working Conditions

  • Occasional overtime may be required.
  • Typically situated in a comfortable office environment.
  • Involves extended periods of sitting at a desk, interspersed with movement to printers, file storage areas, or mail retrieval.
  • May require bending and lifting file boxes from storage.
  • Regularly involves reading and analyzing information, with significant time spent focusing on a computer monitor.
  • Must manage multiple priorities while ensuring accuracy and attention to detail in legal document preparation, which may lead to physical and mental stress.
  • The work environment may involve interactions with individuals who may exhibit verbally abusive or physically threatening behavior, and exposure to sensitive or disturbing content may occur.

Additional Information

This competition aims to fill one (1) Permanent, Part-time 50% employment opportunity.

What We Offer

  • Career Development opportunities, including access to guidance, tools, resources, and ongoing training for all career stages.
  • An engaging workplace where employees feel valued, respected, and connected, supported by progressive policies and strategies.
  • Diverse career paths available.
  • Pay Grade: TE 13 - TE 19 Salary Range: $1,; - $2,; Bi-Weekly

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