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Legal Assistant

3 weeks ago

Barrie, Canada OPP Association Full time

The OPP Association (OPPA) works on behalf of all civilian and non-commissioned uniform members of the Ontario Provincial Police (OPP). There are over 6,900 uniform and approximately 3,800 civilian members who belong to the Association.

We are looking to fill the position of Legal Assistant for a one-year contract to cover a leave.

This position will report to the Chief Legal Officer.

**Qualification**:

- Diploma in Legal Administration (preferable).
- Minimum three years’ work experience in a similar work environment.

Provide support to OPPA members who express a need for legal assistance. Direct members to appropriate resources, internally and externally, to promote the resolution of issues and minimize escalation.

Answer, screen, and forward phone calls received by the OPPA legal department. This may include acting as the first point of contact for members who are in extreme legal situations, such as those involving the Special Investigations Unit and criminal matters.

Intake, review, and refer requests for access to the Legal Assistance Program funding.

Intake, review, and follow up on Duty Reports to ensure that member issues are forwarded to appropriate OPPA members.

Maintain strict confidentiality when handling material communicated verbally and in writing.

Ensure all information provided to OPPA members is accurate and delivered within a timeframe deemed appropriate for the nature of the members’ circumstances, mitigating risk for the members and the Association.

Prepare (e.g. updates, scans, copies, and binds) documents required by legal counsel, including affidavits, hearing and court briefs, and Police Service Act (PSA) sheets to support legal counsel and ensure they are prepared for key meetings.

Maintain PSA sheets, bring forward lists for weekly review by legal counsel, finalize updates once the review is concluded, and ensure complete and accessible files for future reference.

Prepare a summary of all legal issues for the Board of Directors’ meetings. Update file notes once Board meetings are complete to create reference materials and an archive of Board recommendations and decisions.

Open and close legal files. Ensure that filing systems (both paper and electronic) are maintained in an orderly manner to promote efficiency in retrieving documents and creating a case history for a future case review.

Maintain the legal library by placing orders for new materials, updating legal resources with the most current inserts, and ensuring that resources are stored in a manner conducive to efficient retrieval of the required information.

Review and reconcile invoices for legal work to confirm accuracy. Ensures the appropriate allocation of costs to case files to mitigate any additional fees due to late payment.

Support efficient operations in the OPPA Legal Department by completing general tasks such as:

- Placing orders for transcripts;
- Making electronic updates to on-call lists;
- Reviewing accounts from outside sources to assess content and accuracy;
- Arranging for subpoena service;
- Distributing mail to legal counsel (and taking follow up actions when required);
- Filing pleading with court clerk;
- Reviewing legal invoices, scheduling meetings;
- Making travel arrangements; and
- Collecting relevant data and statistics for legal counsel, the Board of Directors, and the Chief Administrative Officer.
- Contribute to the review and revision of OPPA manuals to ensure that all relevant legal matters are included and communicated.
- Attend staff meetings and other meetings as requested to remain up to date regarding OPPA activities and to contribute to improving operational objectives.

**Abilities**:

- Ability to listen to and understand the key issues being expressed verbally by members.
- Ability to synthesize written materials to understand the key issues being expressed by members in writing.
- Ability to communicate verbally to interact with members both in-person and over the phone and to present members with options and solutions.
- Ability to communicate in writing to respond to the needs and concerns of members and to present members with options and solutions.
- Ability to recognize patterns in materials presented by members, in whatever form, to facilitate the early identification and resolution of member issues.
- Ability to sustain strong attention to detail to ensure that legal procedures are followed, and that information is communicated correctly and consistently.
- Ability to identify, organize, and expedite solutions for the legal team.
- Demonstrated ability to conduct oneself professionally.

**Anticipated Start Date**:May 2025

**Job Type**: Fixed term contract
Contract length: 12 months

Pay: $70,595.00 per year

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2025-05-16