Administrative Coordinator

4 weeks ago

St Catharines, Canada City of St. Catharines Full time

Summary:

To perform legal administrative, clerk and customer service duties as part of a team on behalf of the City Solicitor, legal staff, and Claims/Risk Insurance Coordinator.

The Administrative Coordinator is responsible for assisting with the daily administration of municipal claims. This includes, but is not limited to, intake process, digital file management, updating the Risk Management and claims database.  Occasionally, there may be registration of documents, conducting searches and research. This individual may also assist in review and preparation of development and other agreements which are subject to the approval of the City Solicitor, and co-ordinate files and process transactions including litigation, claims review, real estate and assisting the City Solicitor and the Legal and Clerks Services (LCS) team, as required. 

Duties and Responsibilities:

(The following are the main functions and responsibilities of the position, however, should not be considered as a detailed description of all work required to be performed.)

  • Process claims and maintain department filing system, and creation of records.
  • Prepare and draft agreements, by-laws, administrative reports and correspondences.
  • Provide assistance to internal departments, staff and members of the public.
  • Identify and retrieve minutes, by-laws and other documents from Corporation records for use by legal and clerks staff.
  • Review and complete claims, insurance and litigation documents, including pleadings and related documents.
  • Prepare documents for by-law infraction prosecutions and other court documents.
  • Identify and prepare by-laws for Council from minutes and prepare by-law list for Council meetings.
  • Assist in claims and risk management tasks and functions.
  • Assist with detailed upkeep of the risk management and claims database.
  • Create and deliver diary reports from risk management and claims database to the insurance coordinator.
  • Create and deliver other needed reports requested by City Solicitor, legal, and insurance staff, as needed.
  • Review of productions/internal records and provide detailed notes in database.
  • Coordinate the timely receipt of defense material, maintain an organized tracking system to ensure all new incoming and/or urgent matters are timely addressed and escalated to proper LCS team.
  • Communicate with claimants, insurance professionals, law firms, and support staff.
  • Assist the Insurance Claims Coordinator with administrative claims, risk management and insurance related functions.
  • Assist with the insurance renewal and other insurance tasks, as required.
  • Attention to detail and sound proofreading, ability to prioritize and organization is required.
  • Responsible for searching Court files and filing of Court documents at the Court House as requested from time to time and to provide assistance with miscellaneous litigation files as necessary.
  • Responsible for completing and/or requisitioning title searches as required.
  • Prepare documents such as agreements, undertakings, easements transfers and research, gather necessary data from appropriate sources.
  • Meet internal and external deadlines and service demands.
  • Attend seminars, courses, symposiums, and keep up with legislative changes as they affect the duties of this position.
  • Perform other similar related duties as may be required by the City Solicitor from time to time.

The following are considered an asset to the position:

  • Law Clerk certification and Diploma.
  • Insurance Defence experience.
  • Background in/knowledge of municipal law.
  • Experience in real estate law and process (searching and registration of various documents in Land Registry Office and Land Titles Office, such as agreements, transfers, easements, Property Standards Orders, Fire Code Orders and all tax registrations).

Position Requirements:

  • College Diploma in an accredited Law Clerk program or related discipline.
  • Five (5) years’ experience as a legal administrative assistant including two years of title searching with preference given to municipal experience. Experience in property development or realty matters is essential.
  • Experience in a legal office in real estate and litigation is an asset. Municipal experience is preferred.
  • Proficient in typing, fast note taking and preparing legal agreements, by-laws and other correspondence.
  • Motivated individual with proven initiative and the ability to multi-task in a dynamic environment.
  • High degree of accuracy, attention to detail with sound judgment, organizational and decision-making skills.
  • Proven customer skills with the ability to communicate effectively.
  • The ability to work in a team environment, liaise with key external and internal stakeholders and to function effectively with minimum supervision.
  • Demonstrated proficiency in Microsoft Office software programs and the ability to adapt quickly to applicable software.
  • Ability to work under conditions of strict confidentiality is essential.
  • Precise analytical mind, excellent organizational and administrative skills and the ability to express self clearly, orally and in writing, able to work well with the public and staff for the purposes of dealing with development in an efficient and professional manner.
  • Mature personality at ease with the public, have a diplomatic disposition and able to work well under time pressure.
  • Proven completion of Ministry of Labour Worker Health and Safety Awareness training. 
  • A demonstrated commitment to enhancing a safety culture.

    Salary Range: Minimum $66,030 annually; Maximum $77,241 annually 

    Expected Work Location: City Hall (eligible for some remote work)

    Hours of Work:  Currently Monday to Friday 8:30AM - 4:30PM

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