Legal Secretary

Legal Secretary for provincial government ministry client, downtown Toronto.

Marberg Job Number: 2016.
Job Type: Temporary.
Initial Term: ASAP for approximately 4 months, with possible extension.
Compensation: $25.63 per hour.
Recommended Application Date:  Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours: 9 am to 5 pm, not including unpaid .75 hour lunch break or equivalent shift during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: 100% onsite at Client’s downtown Toronto office, near TTC station.

Responsibilities Summary:  
Provide legal secretarial, administrative support, clerical, and research services to management and in-house legal team.

• Draft and edit confidential legal, court and related correspondence and documents including reports, briefing, issues notes, subpoenas, factums, minutes of settlement, notices, motions, pleadings, affidavits, Book of Authorities, case books, applications, and follow-up letters, using dictation, hand-written notes, electronic templates and verbal instructions.  
• Research, fact-check and proof-read documentation for accuracy, completeness and correct terminology, including checking appropriate citations for inclusion in legal documents. Identify and provide attachments as required.  Make and distribute copies of approved documents as required.   
• Receive and pre-screen incoming inquiries and requests, reviewing attached documentation and summarizing as needed.  Prioritize and coordinate next steps according to level of urgency and applicable legislation.  Attach relevant files, track progress of associated tasks and follow-up to ensure regulatory compliance, and timely and thorough response. Directly respond to routine inquiries as appropriate. 
• Maintain team calendars. Schedule meetings, hearings, interviews and appointments, coordinating with other ministry staff, legal professionals, officers of the courts, and internal and external stakeholders.
• Process case files, including researching citations, collecting case information from solicitors and other parties, reviewing litigation documents, preparing Affidavits, and updating case management database and bring forward system.   
• Review briefs to ensure complete and updated information. Receive and compile disclosure requests and related materials. Serve and accept service of legal documents. Open and close case files; retrieve and maintain case file records ensuring all documents are in good order; and provide regular and ad hoc case status reports as required.
• Additional legal, administrative, clerical and research responsibilities as required. 

Qualifications:    
Education:  Post Secondary Degree or Diploma in Legal Administration or related discipline, or applicable combination of work experience and education.
Preferred Work Experience:  At least 2+ years of progressive, related work experience in a law firm or in-house legal department.
Preferred Sector Experience: Litigation, family law, court or tribunal administration experience an asset.

Technical and Language Skills Requirements: 

• Proficiency in MSOffice including Word, Excel, Outlook (will be tested).
• Proficiency with Adobe Acrobat (may be tested).
• Fast and accurate typing skills (will be tested).
• Proficiency with database and electronic file management applications.
• Familiarity with taking dictation and Dictaphone equipment preferred.
• Basic accounting skills to process travel claims and invoices preferred.
• Advanced English communication skills, both written and verbal, including strong business writing skills, excellent spelling, grammar, proofreading and syntax (may be tested). 
• Polished, professional telephone manners.  

Task -Based Qualifications and Additional Attributes:     

• Familiarity with relevant statutes, rules and regulations, court procedures, legal documents and formats, and related case file management policies, protocols, standards and best practices.
• Familiarity with legal terminology, to transcribe from Dictaphone or compose from oral instruction.
• Sound understanding of legal secretarial functions, standards of confidentiality, provision of information, and response timelines.
• Sound understanding of rules and standards for formats, grammar, spelling, and punctuation for general correspondence and legal documentation.
• Punctual, responsible, and reliable.  Demonstrated record of professional conduct and superior work ethic.
• Pleasant and courteous: demonstrated commitment to client service and professional representation of the organization.  
• Proficient de-escalation skills.  Ability to surmount internal and external job pressures.  Excellent listening skills, and the ability to provide and receive effective feedback.  
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well independently and collaboratively in a team setting, and liaise effectively with a wide range of internal and external stakeholders.
• Advanced organizational, coordinative and time management skills, with the ability to prioritize work effectively for self and others, meet tight deadlines and work well under pressure.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:    

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work onsite as required, abiding by organization health and safety policies.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities prior to assignment start.
• Ability to complete a satisfactory Provincial Government security check, prior to assignment start.  Please note that Marberg will reimburse for the cost of the security check upon confirmation of assignment start and submission of approved expense receipts.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

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