LEGAL ASSISTANT 2

City of Toronto•Toronto, ON

9d•CA$36 - CA$40•Onsite

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, assisting in report preparation, and compiling case-related information. The position also includes coordinating the service and filing of legal documents, preparing bound court records, and formatting documents according to legal requirements. The Legal Assistant 2 must maintain awareness of the division's administrative systems and procedures, prepare financial reimbursements, and respond to inquiries regarding prosecutions and other legal matters. Additionally, the role involves setting up and maintaining case files using the corporate record management system, typing correspondence and legal documents, tracking disclosure requests, and inputting time dockets.

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.
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