Legal Assistant

10762BR Legal Assistant Job Posting Halifax Regional Municipality is inviting applications for two permanent, full-time Legal Assistants to support the Prosecutions Division and Litigation Division in Legal Services, part of the Legal, Risk & Insurance Services Business Unit. The incumbent for this position should have exceptional attention to detail, act with integrity and have excellent interpersonal skills. Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application. The Legal Assistant is responsible for a wide variety of legal and administrative duties within the division. General duties include reception support, managing calendars, processing and preparing correspondence, responding to inquiries, interacting with internal clients, external parties, and the general public and opening, closing and processing files for archiving, as well as creating reports and processing invoices and expense claims. Broad and thorough knowledge of legal concepts, practices and principles is essential for this role. Legal Assistants may be required to work for several lawyers at the same time and also support the overall management of the department including duties such as library maintenance (including book updates) and supply ordering.In the Team environment of Legal Services, in addition to general legal assistant duties, Legal Assistants may be required to have additional expertise in one or more of the following areas of law: Litigation, Prosecutions, Real Property, and Advisory Services (Advisory Services, Corporate/Commercial and/or Real Property). One position is currently dedicated to the Prosecutions division, and one position is currently dedicated to the Litigation division. For the full list of duties and responsibilities associated with this position, please email jobs@halifax.ca for a copy of the full job description.DUTIES AND RESPONSIBILITIES:Manages and processes internal and external inquiries, appointments, calendar entries, court deadlines, and correspondence; ensures follow up where appropriate using tact and judgement ensuring a high level of confidentialityOpens and maintains files as set out in the Legal Services HandbookAccurately transcribes documents; drafts and prepares various types of correspondence, legal documents, council reports, general reports and presentations as requiredPrepares court documents and arranges for filing and service, as requiredPrepares background material for meetings, scheduled presentations, and makes any other necessary arrangements including attendance and recording of minutes, when requiredReceives and processes invoicesUpdates and maintains the division's file/document management systemsContributes to maintaining a document precedent and template systemMaintains statistics and other data creating reports where requiredCoordinates arrangements for local and out of town travel/conferences and prepares expense reports, as requiredCollaborate with peers on tasks as needed, including mentoring when requiredFamiliar with NS Civil Procedure Rules and maintains knowledge of litigation file timelines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as neededAssists solicitor to coordinate witnesses, client contacts, and organization of discovery and/or arbitration meetingsPrepares evidence, arbitration binders, and any reference documents required by solicitor for court or hearingsPROSECUTION DIVISIONProvides overall administrative support to Crown Prosecutors including file maintenance, court scheduling, document preparation and assemblyPrepares and reviews municipal prosecution and appeal filesProcess routine disclosure for all prosecution filesTracks court dates and adjournments, validates officer/investigator vacation schedules, manages court appearances, trial follow up work, preparation of weekly application docket, etc.Responds to inquiries from public, policing agencies, law firms and Provincial Court staffProvides back-up support for Coordinator, Municipal Prosecutions, when requiredExperience with JEIN considered an assetReviews and approves insurance withdrawals and makes recommendation to prosecutor in this role, when requiredQUALIFICATIONS:Education and Experience:Certificate/diploma from a Legal Assistant or Paralegal program, Business Administration or other related programMinimum of three (3) years related experience in a legal, justice, or police setting with demonstrated performance capabilitiesExperience with general litigation, criminal law or prosecutions would be considered an assetExperience working with file/document management systems will be considered an assetExperience with police records or working in a police environment (HRP or RCMP) considered an assetTechnical / Job Specific Knowledge and Abilities:Excellent interpersonal and communications skills, both written and verbalAbility to work effectively both independently & as part of a team on a multitude of tasks in variable situationsStrong customer service orientation, ability to deal with lawyers & public under stressful situationsExcellent writing skills, including proper spelling, grammar, and punctuation for complex documentation & ability to independently draft correspondence at a professional skill levelExcellent organizational & problem-solving skillsHigh level of accuracy & attention to detail is required while working within strict timelinesHigh level of sound & independent judgment, reasoning, & diplomacySuperior time management skills & the ability to prioritize tasks with minimal supervisionProficiency and expertise in the use of current office technology and related software (i.e.: Microsoft Office (Word, Outlook, Excel & PowerPoint), scanner, copier, etc.)Ability to work effectively both independently and on a team on a multitude of tasks in variable situationsKnowledge of legal terminology and ability to draft legal documentation as requiredUnderstanding of legal reference materials, procedures, and legal filing systemsEnsures compliance with court filing practicesCritical thinking, analysis, & research skills are essentialResourceful & flexibleProfessional, responsive, & positive work attitude is criticalStrong sense of ethics & the ability to handle sensitive & confidential or private information with tact and discretion; knowledge of privacy lawsProfessional, responsive, and positive work attitude is critical; must be punctual and reliable, resourceful and flexibleKnowledge of data privacy laws considered an assetExperience using case management software considered an assetWeb-based research skills using reputable and authorized sources. Familiarity with Government and legal web-based search tools, i.e., Property Online, Registry of Joint Stock Companies, JEIN, CanLii, Quicklaw, Westlaw, etc. considered an assetKnowledge of municipal issues, administration and government including council processes and procedures, By-laws, Halifax Regional Municipality Charter, Municipal Government Act, and Civil Procedure Rules considered an assetThorough knowledge and understanding of court proceedings, appeal processes, statutes, court decisions, ordinances, resolutions, and legal documentation considered an assetAn equivalent combination of education and experience may be considered. Applicants relying on education and experience equivalencies must clearly demonstrate such equivalencies in their application.All applications must include a resume and cover letter.Security Clearance Requirements: Applicants may be required to complete an employment security screening check.Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion.COMPETENCIES: Values and Ethics, Organizational Awareness, Customer Service, Communications, Valuing Diversity, Teamwork and Cooperation, Organization and PlanningWORK STATUS: Permanent, Full-timeHOURS OF WORK: Monday – Friday, 35 hours per week. May require some overtime based on operational requirementsSALARY: Non-union NU3 ($51,880-$67,140). Salary will be determined based on relevant experience and qualifications related to the specified pay band and job. Placement above the midpoint of the pay band is typically reserved for candidates who significantly exceed the minimum qualifications, such as those with exceptional experience, specialized skills, or demonstrated achievements relevant to the role. This ensures fair and consistent compensation practices across the organization. WORK LOCATION: 1809 Barrington Street, CIBC Building, 7th Floor, Halifax, NS B3J 1X7.CLOSING DATE: Applications will be received up to 11:59 pm on Sunday, December 7, 2025.