LEGAL ASSISTANT 2 (BILINGUAL-FRENCH)
About The Position
Reporting to the Supervisor of Prosecutions, the Legal Assistant 2 provides legal administrative support services to the Solicitors/ Managers/ Supervisors/counters. This role involves completing standardized legal and court forms, arranging appointments and appearances, and assisting in the preparation of reports. The Legal Assistant 2 will compile information related to cases, prepare and process disclosure requests, and organize evidence. They will ensure court dates, due dates, and limitation dates are diarized and brought to the attention of legal staff. The role also includes coordinating the service and filing of legal documents, preparing bound court records, and formatting documents according to legal requirements. Maintaining awareness of the division's administrative systems and procedures is crucial for providing effective support. Additionally, the position involves preparing petty cash reimbursements and mileage claims, responding to inquiries from various stakeholders, and maintaining case files using the Corporate record management system. Typing correspondence, legal opinions, and other legal documents, as well as tracking disclosure requests and inputting time dockets, are also key responsibilities.
Requirements
- Considerable experience in providing legal administrative support handling a broad range of standard office practices and procedures related to the duties listed above.
- Experience with preparing, processing and editing/formatting various legal documents, including, notices of motion, court forms, pleadings, factums presentations, disclosure and preparing correspondence for signature.
- Experience working with various filing systems including the management of large volumes of information, hard copy and/or electronic and arranging/co-ordinating meetings, appointments or schedules.
- Fluency in French and English (written and verbal) to prepare correspondence and legal documentation and provide bilingual legal administrative support.
- Proficiency with MS Office applications (Word, Excel, PowerPoint, Outlook) and Adobe Pro
- Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, deal with conflicting priorities and work demands
- Strong customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including with the public and stakeholders.
- Knowledge of legal terminology and phraseology as well as operations, policies and relevant legislation (e.g. Provincial Offences Act and Council proceedings)
- Good knowledge of municipal operations, policies and procedures, Provincial Offences Act and Council proceedings
- Knowledge of office systems and administrative procedures, with the ability to identify problems and inefficiencies and implement effective solutions
- Ability to exercise sound judgement, diplomacy and discretion in dealing with legal matters
- Ability to work independently with minimal supervision
- Ability to work overtime, if required
Responsibilities
- Provides legal administrative support services to the Lawyers/ Managers/ Supervisors/counters in the Prosecution's section
- Completes standardized legal and court forms
- Arranges appointments and appearances with Courts, Special Examiners, other Solicitors, external consultants, and representatives from City Divisions. Coordinates meeting arrangements when required
- Assists in the preparation of reports as required
- Compiles information related to cases, as required or requested, prepares and processes requests for disclosure. Organizes evidence, dockets, disclosure, affidavits, witness statements, procedural orders, correspondence, factums, pleadings, and trial briefs and other documents as requested. Ensures that court dates, due dates and limitation dates are diarized and brought to the Lawyer's/ Manager's/ Supervisor's attention
- Coordinates the service and filing of legal documents, including arranging service with a process server or appropriate legal official upon receipt
- Prepares bound court records including motion records, books of authority, disclosure etc.
- Formats documents according to prescribed legal requirements
- Maintains continuous awareness of the division's administrative systems and procedures, organization structures, and major activities in order to be able to provide effective administration support
- Prepares the submission of petty cash reimbursements, mileage claim forms and other administrative matters
- Responds to inquiries and exchanges information regarding prosecutions and other legal matters with lawyers, police officials, enforcement staff, representatives from other municipalities, and all levels of staff from City departments, Agencies, Boards and the public
- Sets up and maintains correspondence, document, and case files and other legal material utilizing the Corporate record management system
- Types correspondence, legal opinions, factums, notices of motion, court forms, pleadings, affidavits and other legal documents
- Assists in tracking disclosure requests
- Inputs time dockets
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
