Paralegal Assistant
2 months ago
The Law Society of Ontario is seeking a highly skilled and experienced Legal Assistant to join our Litigation Services Department. As a key member of our team, you will provide confidential and complex legal administrative support to our Director, Assistant Manager, and Discipline Prosecutors.
Key Responsibilities- Provide para-professional, organizational, and technical support to our team, including planning, organizing, and coordinating practices and procedures.
- Ensure ongoing case management while handling multiple and competing deadlines relating to internal complaint processes, regulatory, and/or court proceedings.
- Prepare and sometimes draft documentation for the hearing process, including affidavits, legal correspondence, and other documents.
- Maintain, share, and organize complex, confidential, sensitive, and potentially high-profile information.
- Interact with Law Society staff, licensees, applicants, and the public regarding sensitive and potentially high-profile matters.
- Provide discernment and decision-making based on experience gained while working in the legal field to determine appropriate responses to inquiries and follow up on same ensuring customer service standards are maintained.
- Prepare and file materials with the Tribunal Office and the Courts in respect of hearings, motions, and appeals in accordance with the Law Society's Rules of Practice and Procedure and the Rules of Civil Procedure, with associated deadlines.
- Assist discipline prosecutors in the preparation and coordination of hearings.
- Regularly draft or prepare affidavits, charts, correspondence, and memoranda.
- Regularly prepare and organize books of authorities, document books, facta, materials to be filed as exhibits in hearings and hearing briefs for discipline prosecutor's review.
- Assist discipline prosecutors with witness interviews, including taking notes, collecting documentation, and potentially becoming a witness in regulatory proceedings.
- Conduct moderately complex reviews of investigation documents to prepare disclosure (organizing, vetting, and tagging documents); identify privileged and/or irrelevant for discipline prosecutor's review.
- Redact documents for filing at hearings to eliminate/protect confidential or identifying information.
- Coordinate and request the services of process servers to serve materials on licensees, applicants, and witnesses.
- Draft, swear/affirm their own affidavit as required in relation to personal in-depth knowledge of litigation files. May be required to testify at regulatory proceedings in which a licensee's right to practice may be affected, including being subject to cross-examination by defense counsel.
- Prepare summonses to witnesses and contact witnesses regarding their availability and coordinate travel arrangements and/or virtual hearing appearances.
- Ensure the accurate and timely maintenance of the case management requirements of the Litigation Services processes.
- Upload various Tribunal and Court documents to the Discipline History Database.
- Prepare summary sheets outlining details of regulatory proceedings and appeals.
- Maintain electronic and paper files in accordance with established protocols.
- Schedule appointments and meetings, ensuring room setup, required documents, and availability of attendees, and arrange for language interpreters as required.
- Assist the Administrative Manager and assigned team by reviewing reports to ensure the case management system is accurate and up to date.
- Calendaring all case-related deadlines for discipline prosecutors.
- Monitor deadlines and due dates for case preparation.
- Coordinate travel arrangements as requested for staff.
- Order transcripts from court reporters who transcribed Law Society proceedings and from various court offices.
- Call or attend court offices to obtain documents or information concerning ongoing investigations, regulatory proceedings, and/or appeals from regulatory proceedings, as required.
- Answer inquiries from Law Society staff, witnesses, complainants, licensees, and applicants and follow up on same ensuring excellent customer service standards are maintained.
- Maintain strict confidentiality of information at all times.
- Minimum level of education: Law Clerk diploma or equivalent legal training.
- Minimum of 5 years' para-professional experience as a law clerk or legal assistant in a law practice, government, and/or regulatory environment (preferably litigation).
- Knowledge of law office, court, and/or tribunal practice and procedure is essential.
- Solid knowledge of legal office practice, legal terminology, and procedure relating to legal correspondence and legal documents and the Rules of Civil Procedure and/or Rules of Practice for an Administrative Tribunal.
- Clear, concise, and articulate communication skills to effectively respond to and transmit information to team members and others.
- Exceptional organizational and time management skills to handle high volumes of work and to multi-task.
- The ability to work independently and as a team member in a fast-paced environment while balancing competing priorities and deadlines.
- Solid experience and skill in drafting legal documents (affidavits, legal correspondence, etc).
- Excellent attention to detail and proofreading skills.
- Knowledge of the Law Society, including organizational structure, services, mandate, rules, and regulations or willingness to learn.
- Reasons through complex spoken and written general and legal information.
- Knowledge of current trends and developments in the legal profession.
- Knowledge of legal procedures and substantive areas of law, particularly real estate, estates, and family law.
- Ability to conduct a variety of legal and internet searches.
- A strong proficiency in a wide range of computer applications, including, but not limited to, MS Office applications, Outlook, Word, and Excel database applications, case management systems, Internet, and intranet and other software applications (Adobe Acrobat DC, ShareFile, SharePoint).
- Ability to locate legal cases on CanLII as requested by discipline prosecutors and under their direction.
- Ability to conduct internet directory searches.
- The ability to communicate in French, verbally and written, would be an asset.
The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office.
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