Administrative Assistant, Intake & Resolution, Professional Regulation 12 Month Contract (hybrid, Toronto)
Toronto, ON, Canada
Job Description
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OVERVIEW:
JOB PURPOSE:
The Administrative Assistant provides administrative and technical support and assistance to the Director, Team Managers, Administration Manager, Intake & Resolution Counsel, Intake & Resolution Officers. Duties include document processing complaints files, addressing internal and external customer needs, coordinating information and case tracking information.
QUALIFICATIONS REQUIRED:
A college diploma with a legal secretarial specialization, or equivalent training and / or experience.- A minimum of 3 years progressive experience providing secretarial and administrative support in a confidential environment.
- Knowledge of, or willingness to learn, regulatory division practices and procedures.
- Solid knowledge of office practices, and legal terminology and procedures related to court filings and orders, legal correspondence and other documents.
- Proficiency in word processing, spreadsheet and database applications, internet and intranet.
- Strong dicta typing skills, with the ability to type 60 error free words per minute.
- Clear, concise and articulate communication skills to effectively respond to and transmit information to team members.
KEY ACCOUNTABILITIES:
Client / Customer Service Delivery
Provides administrative assistance and support to Intake & Resolution staff related to the prioritization, development and processing of complaints, including typing, revising and finalizing documents, photocopying, scanning, faxing, screening and drafting routine correspondence, memoranda, reports, and accurately transcribing audio recordings.- Receives, sorts and distributes incoming mail, identifying and prioritizing letters of complaint and completing case file preparation, including historical searches and data entry requirements.
- Forwards case files to Officers and Counsel, on instruction of the Director and Assistant Manager, and prepares documentation and correspondence on the direction of Counsel and Officers in accordance with established timelines and service standards.
- Maintains electronic and paper files in accordance with established protocols.
- Schedules appointments and meetings, ensuring room set up, required documents and availability of attendees.
- Maintains integrity of member database by timely keying of accurate, relevant information.
- Answers routine inquiries and completes telephone follow up on behalf of Intake & Resolution staff ensuring customer service standards are maintained.
Financial Responsibility
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Ensures the efficient operation of all office equipment. -
Advises the Administration Manager regarding resource needs and coordinating the ordering of office of supplies as required.
Team Membership
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Works closely with other members of the administrative support team to ensure effective utilization of division resources. -
Engages in problem solving with other team members to continuously improve work flows and departmental effectiveness.
Special Projects and Initiatives
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Assists Intake & Resolution staff in the effective use of computerized support systems. -
May undertake special projects as assigned from time to time.
WORKING ARRANGEMENT:
The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.
ACCOMMODATION:
The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted. If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3438.
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Job Detail
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Job IdJD2137416
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationToronto, ON, Canada
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EducationNot mentioned