Job Description

Union: OPSEU PO

Job Number: J1223-0297

Job Title: Administrative Assistant (12 months)

Job Type: Contract

Contract Duration: 1 year

City, Province, Country: Toronto, Ontario, Canada

Job Location: Toronto - PO

Job Category: Administration / Clerical

Job Classification: OA4

Role Designation: Flexible Hybrid - In person days can be flexible from week to week subject to manager approval and operational requirements.

Open Positions: 1

Posting Date: December 18, 2023

Closing Date: January 3, 2024

Salary: $49,400.63 - $57,268.86/Year

Legal Aid Ontario employees are committed to making a difference in the lives of our clients.

As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It\'s an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.

If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.

Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or M\xc3\xa9tis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.

We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.

Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.

Primary function

To provide administrative support to all CRO staff; to manage internal databases; and, to provide website support to staff of the CRO, community legal clinics, and Student Legal Service Organizations (SLSOs\').

Key accountabilities

• providing Microsoft 365 (Office) application support
• creating, formatting, and proof-reading documents in Microsoft Word
• providing support to clinic/SLSO caseworkers with respect to CRO website issues and services
• processing clinic/SLSO requests for research, advice, and litigation support - applying office policies, identifying issues, triaging and assigning, etc.
• opening and closing electronic files, using CRO databases and website
• managing tickler system for intake files
• editing, scanning, and posting resource materials and documents to the CRO website
• entering data, particularly with respect to tribunal and court decisions (incl. legal citations), into structured electronic databases
• document retrieval from proprietary and government databases
• arranging in-person and virtual meetings, including reserving rooms, confirming attendance, arranging transportation, and accommodation
• taking meeting minutes
• ordering and maintaining office supplies and equipment

• advanced knowledge of, and experience with, Microsoft 365 (Office) applications (in particular: Word, PowerPoint, Outlook, Teams, and Excel)
• strong working knowledge of MS Excel - formulas, filtering, pivot table, lookup formulas.
• ability to record and compile information in an Excel spreadsheet, and process large volumes of data using spreadsheet features and tools to produce key data points
• strong working knowledge of Microsoft Windows, including its tools and file structures
• demonstrated ability to pay close attention to detail in documentation
• proven ability to accurately enter and retrieve information in structured databases
• demonstrated organizational and time management skills
• demonstrated ability to work effectively both as part of a team and with minimal supervision
• experience in an office environment and demonstrated ability to communicate effectively with people on the phone, by email or chat, and in-person

• familiarity with the mandate and services provided by community legal aid clinics and SLSOs in Ontario
• experience in a law office or other setting involving legal services
• familiarity with the Ontario administrative tribunal system
• familiarity with SharePoint and OneDrive
• familiarity with Adobe Acrobat Pro
• college diploma in administrative/legal studies and/or extensive related experience

Legal Aid Ontario