Administrative Coordinator for Legal Affairs
4 weeks ago
Position Overview:
The Administrative Coordinator for the Legal Affairs office provides comprehensive support for all operational aspects of the department, engaging in both administrative and paralegal functions.
This office encompasses legal services, contract oversight, compliance, and real estate transactions.
Collaboration with senior staff members is essential, requiring exceptional organizational skills, strong written and verbal communication abilities, and experience in records management, all while upholding strict confidentiality.
The successful candidate will engage directly and cooperatively with personnel from various departments.
There will also be interactions with the public, governmental entities, law firms, and other organizations.
This role operates in a dynamic environment, often facing unexpected challenges and novel issues, thus requiring an individual who thrives in a varied workday, is receptive to continuous improvement, and is eager to expand their knowledge.
PARALEGAL RESPONSIBILITIES:
The selected candidate will participate in drafting documents related to real estate, planning, by-law enforcement, labor issues, and litigation, as well as conducting research under the guidance of attorneys.
It is expected that the candidate will review materials received by the department for accuracy and completeness, ensuring that any discrepancies are addressed by the appropriate sources.
The level of supervision provided by the attorneys will vary based on the complexity and uniqueness of the tasks assigned.
REAL ESTATE & CONTRACT MANAGEMENT:
The Legal Affairs office is responsible for overseeing contract compliance and real estate matters.
The administrative coordinator will assist 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 activities.
Additional Duties:
Responsibilities 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 related materials.
ADMINISTRATIVE SUPPORT:
This role involves providing administrative assistance to all members of the Legal Affairs office, which includes the contract management and real estate division, as well as the attorneys.
Daily responsibilities may encompass clerical tasks such as payroll hours entry for department employees, maintaining filing systems, 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 preparation, 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 verbally and in writing.
A proven history 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 related applications), as well as familiarity with 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 relevant provincial examination, 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 implemented 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 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 be accepted exclusively through our online system.
Qualified applicants should submit their cover letters and resumes.
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