Job Description

The Ministry of the Attorney General, Legal Services Branch, serving the Ministry of Economic Development, Job Creation and Trade (MEDJCT) and the Ministry of Energy, requires one experienced and highly organized legal secretary to provide a full range of legal secretarial and administrative support services to counsel and management staff in a challenging, fast-paced environment.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario\'s Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

In this position, you will:

• provide a full range of legal administrative support services such as preparing and processing legal documents, typing and formatting correspondence, reports, briefing notes, contracts and agreements
• prepare and process Orders in Council, Letters of Directions and legal documents from research, precedents or information provided by lawyers, and other officials within specific time frames or tight deadlines
• organize, update and maintain the time docketing system and Legal Services Information System (LSIS) and other similar concurrent computerized file/database case management system of all legal documents and correspondence
• prepare reports on a monthly basis or as required, and conduct searches on the database for history of file
• maintain legal Record Information Management (RIM) system and assist with transferring files to Record Centre
• conduct on-line corporate searches, Personal Property and Security Act (PPSA), and retrieve law reports, cases and statutes
• co-ordinate and organize meetings using Outlook scheduler and assemble relevant background material for meetings, conferences, courses and maintain bring-forward system
• arrange travel and accommodation, and prepare travel claims and basic accounting practices to process and track invoices
• liaise with all levels of Ministry staff to coordinate document tracking and approval
• maintain filing systems
• create and update various information packages
• track data, charts, legal issues and data base systems
• photocopy and bind legal documents
• screen and answer telephone inquiries

How do I qualify?

Mandatory

• type to ministry standards at 50 WPM

Knowledge

You have:

• demonstrated legal administrative experience with knowledge of legal office administration, legal terminology, practices and procedures
• knowledge of various legal documents, legal formats, style and legal terminology to accurately prepare legal documents from precedents/templates or information provided by lawyers (e.g. pleadings, factums, notices of motion, contracts/agreements, legislation and regulations and orders-in-council)
• You have experience working with legal records, retention management/filing systems

Computer Skills

You have:

• the ability to use related standard software applications such as Microsoft Word, Excel, PowerPoint, Outlook
• knowledge of database applications to enter, track and update computer case management and filing systems and to prepare reports

Organizational Skills

You have:

• excellent organizational skills to set priorities, meet conflicting demands and deadlines, and follow up on issues to ensure appropriate action is taken
• proven attention to detail an accuracy in completing assignments including the ability to manage confidential and sensitive matters with discretion and tact

Communication and Interpersonal Skills

You have:

• proven interpersonal skills and sound judgment to interact with all levels of Ministry staff
• strong verbal and written communication skills to prepare correspondence and transcribe material and to deal with Ministry officials, members of the public and private sector stakeholders
• the ability to take initiative and work independently performing tasks with minimal direction

Other Skills

You have:

• research and analytical skills
• knowledge of basic accounting practices to verify and reconcile invoices
• knowledge of guidelines for government travel and expenses
• adaptability and flexibility skills to deal with changing system, demands, and process

Additional Information:

Address:

• 1 Temporary, duration up to 6 months, 56 Wellesley St W, Toronto, Toronto Region, Criminal Record Check

Compensation Group:
Ontario Public Service Employees Union




Understanding the job ad - definitions Schedule:
3.7



Category:
Legal Services



Posted on:
Tuesday, February 28, 2023

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual\'s employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-AG-194868/23