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 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 confidentiality
• Opens and maintains files as set out in the Legal Services Handbook
• Accurately transcribes documents; drafts and prepares various types of correspondence, legal documents, council reports, general reports and presentations as required
• Prepares court documents and arranges for filing and service, as required
• Prepares background material for meetings, scheduled presentations, and makes any other necessary arrangements including attendance and recording of minutes, when required
• Receives and processes invoices
• Updates and maintains the division's file/document management systems
• Contributes to maintaining a document precedent and template system
• Maintains statistics and other data creating reports where required
• Coordinates arrangements for local and out of town travel/conferences and prepares expense reports, as required
• Collaborate with peers on tasks as needed, including mentoring when required
• Familiar with NS Civil Procedure Rules and maintains knowledge of litigation file timelines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as needed
• Assists solicitor to coordinate witnesses, client contacts, and organization of discovery and/or arbitration meetings
• Prepares evidence, arbitration binders, and any reference documents required by solicitor for court or hearings

PROSECUTION DIVISION

• Provides overall administrative support to Crown Prosecutors including file maintenance, court scheduling, document preparation and assembly
• Prepares and reviews municipal prosecution and appeal files
• Process routine disclosure for all prosecution files
• Tracks 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 staff
• Provides back-up support for Coordinator, Municipal Prosecutions, when required
• Experience with JEIN considered an asset
• Reviews and approves insurance withdrawals and makes recommendation to prosecutor in this role, when required

QUALIFICATIONS:

Education and Experience:

• Certificate/diploma from a Legal Assistant or Paralegal program, Business Administration or other related program
• Minimum of three (3) years related experience in a legal, justice, or police setting with demonstrated performance capabilities
• Experience with general litigation, criminal law or prosecutions would be considered an asset
• Experience working with file/document management systems will be considered an asset
• Experience with police records or working in a police environment (HRP or RCMP) considered an asset

Technical / Job Specific Knowledge and Abilities:

• Excellent interpersonal and communications skills, both written and verbal
• Ability to work effectively both independently & as part of a team on a multitude of tasks in variable situations
• Strong customer service orientation, ability to deal with lawyers & public under stressful situations
• Excellent writing skills, including proper spelling, grammar, and punctuation for complex documentation & ability to independently draft correspondence at a professional skill level
• Excellent organizational & problem-solving skills
• High level of accuracy & attention to detail is required while working within strict timelines
• High level of sound & independent judgment, reasoning, & diplomacy
• Superior time management skills & the ability to prioritize tasks with minimal supervision
• Proficiency 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 situations
• Knowledge of legal terminology and ability to draft legal documentation as required
• Understanding of legal reference materials, procedures, and legal filing systems
• Ensures compliance with court filing practices
• Critical thinking, analysis, & research skills are essential
• Resourceful & flexible
• Professional, responsive, & positive work attitude is critical
• Strong sense of ethics & the ability to handle sensitive & confidential or private information with tact and discretion; knowledge of privacy laws
• Professional, responsive, and positive work attitude is critical; must be punctual and reliable, resourceful and flexible
• Knowledge of data privacy laws considered an asset
• Experience using case management software considered an asset
• Web-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 asset
• Knowledge 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 asset
• Thorough knowledge and understanding of court proceedings, appeal processes, statutes, court decisions, ordinances, resolutions, and legal documentation considered an asset

An 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 Planning

WORK STATUS: Permanent, Full-time

HOURS OF WORK: Monday – Friday, 35 hours per week. May require some overtime based on operational requirements

SALARY: 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,

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

To ensure a fair and equitable hiring process, candidates are expected to complete all parts of the recruitment process, including assessments, assignments, and interviews independently and without the use of artificial intelligence (AI) tools or other forms of external assistance. The use of AI to complete any component of the hiring process is not permitted and may result in disqualification from consideration.

Shortlisted candidates will be required to provide proof of their qualifications, including, but not limited to, educational credentials, professional licenses, and relevant certifications.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the Talent Acquisition Advisor when invited to the assessment process. For more information on our accommodation process please click on the link: Accommodations | Hiring | Employment | Halifax

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