Legal Assistant

ABOUT US
Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometres over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER
Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• DEFINED BENEFIT PENSIONS PROGRAM - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• EMPLOYER OF CHOICE - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• BENEFITS AND WELLNESS - Employees and their loved ones have access to a Health Care Spending Account, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• INCLUSIVE AND DIVERSE WORKPLACE - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

POSITION PURPOSE:
Reporting to the Deputy Regional Solicitor of the Municipal and Corporate Law section, we are seeking an experienced executive Legal Assistant to provide confidential, legal and administrative support. The Ideal candidate will possess exceptional organizational skills, excellent communication abilities, a keen understanding of corporate commercial legal processes and terminology, and the ability to manage a diverse range of tasks in a fast paced collegial environment.

MAJOR RESPONSIBILITIES

• Drafts and/or prepares various documents, agreements, by-laws, corporate searches, correspondence, pertaining to municipal projects, public procurements and corporate/commercial matters as assigned.
• Administers and processes legal documents and arranges for execution of agreements.
• Assists in drafting and in the preparation of confidential correspondence, documents and reports.
• Maintains filing system, precedents etc. and updates records and lists to ensure accuracy; files correspondence, reports and other documents in accordance with Regional standards and assists with records management.
• Acts as the communications link between staff and cross-department staff, outside agencies and the public.
• Produces and distributes documents, ensuring security and confidentiality of information.
• Identifies best practices and procedures in connection with job duties and responsibilities and implements changes.
• Drafts and/or prepares and co-ordinates background material, briefing notes, as appropriate, for response to inquiries.
• Conducts legal research utilizing various legal research software.
• Receives, redirects and responds, as appropriate, to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
• Assists Solicitor by maintaining schedules, arranging meetings and attendance at courses, making travel and accommodation arrangements.
• Responds to inquiries, referring urgent matters to appropriate staff, and ensures timely communication to Solicitor.
• Participates in meetings, staff committees and working groups as assigned.
• Performs other duties as assigned to meet Branch and Department objectives.

QUALIFICATIONS:

• Successful completion of Post-Secondary education in a Legal Assistant Program or equivalent approved combination of education and experience.
• Minimum of five (5) years legal administrative experience in a private or public law practice with an emphasis on corporate/commercial matters. Experience in municipal-related matters would be considered an asset.
• Thorough knowledge of the preparation of various legal documents, contracts, agreements, records and file systems, and clerical administrative practices.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self-management and accountability, and flexibility/adaptability.
• Computer literacy utilizing MS Office software applications and Workshare Compare.
• Demonstrated ability to research/investigate issues and resolve problems.
• Detail oriented with exceptional organizational and communication skills and ability to assess priorities and work independently to meet required deadlines with conflicting demands and changing priorities.
• Ability to maintain confidentiality, and exercise good judgement and discretion in dealing with confidential information and/or responding to inquiries.
• Ability to work outside normal business hours as required.