Legal Assistant, Litigation Services (Contract)

Job Purpose

Provides legal administrative support to the department, including the Director, Senior Manager, Senior Team of Litigators and Discipline Litigators. Plans, organizes, and coordinates practices and procedures support, ensuring ongoing case management while meeting competing deadlines relating to the internal complaints process and regulatory and/or court proceedings. Prepares hearing documentation for Tribunal and court proceedings, providing para-professional, organizational, and technical support while maintaining strict confidentiality.

Qualifications

Requires completion of a 2-year college program in Law Clerk or Paralegal diploma or a related discipline.
Requires either Law Clerk Certificate and membership in the Institute of Law Clerks of Ontario, a Paralegal license, or a license with the Law Society, or equivalent experience (at least 5 years of significant and directly relevant experience).
Requires a minimum of 5 years’ experience as a law clerk or legal assistant in a law practice, government, and/or regulatory environment (preferably litigation).
Professional Knowledge:

Solid knowledge of law office, court, and/or tribunal practices and procedures is essential, including legal terminology; the drafting, preparation and handling of legal correspondence and documents (affidavits, legal correspondence, etc.)
Working knowledge of the Rules of Civil Procedure and/or the applicable Rules of Practice for an Administrative Tribunal.
Knowledge of the Law Society’s organizational structure, services, mandate, rules, and regulations is an advantage or willingness to learn.
Knowledge of current trends and developments in the legal profession.
Knowledge of legal procedures and substantive areas of law (e.g., real estate, estates, and family law.)
Written and verbal skills in French would be an asset.

Technical Skills:

Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
Case management systems and software such as Adobe Acrobat DC, ShareFile, SharePoint.
Experience locating legal cases on CanLII.
Conducting internet directory searches, and research on a variety of legal and internet searches.

Competencies:

Customer service skills
Analytical and problem-solving skills
Relationship Management
Interpersonal, oral, and written communication, and presentation skills
Organizational and multitasking skills with attention to detail
Project coordination, prioritization, and time management skills
The ability to work independently and as a team member in a fast-paced environment while balancing competing priorities and deadlines.
Excellent attention to detail and proofreading skills.

Key Accountabilities

Case Management and Legal Document Handling:

Assists and ensures procedural, legal, and administrative requirements are met with respect to applications before the Tribunal and Courts, including file management, document preparation, correspondence, service of documents, and liaising with witnesses.
Prepares and files materials for hearings, motions, and appeals with the Tribunal Office and Courts, ensuring compliance with the Law Society’s Rules of Practice and Procedure and the Rules of Civil Procedure.
Prepares affidavits, charts, correspondence, and memoranda, and organizes legal materials, including books of authorities, document books, facta, exhibits, and hearing briefs for the Discipline Litigator’s review.
Coordinates the service of materials to relevant parties through process servers, and emails, ensures accurate and timely maintenance of the case management system.
Orders transcripts from court reporters and court offices.
Contacts court offices to obtain documents or information concerning ongoing investigations, regulatory proceedings and/or appeals from regulatory proceedings, as required.
Redacts confidential information from documents for filing at hearing.
Reviews reports to ensure the case management system is up to date.
Reviews investigation documents for disclosure, organizes, finalize and redact documents for Discipline Litigator’s review.

Client Service, Scheduling, and Hearing Coordination:

Maintains and monitors calendars of case related deadlines for Discipline Litigators.

Monitors deadlines and due dates for case preparation.
Interacts with staff, licensees, applicants, witnesses and complainants regarding sensitive, privileged and/or high-profile matters.
Responds to queries while meeting customer service standards.
Assists Discipline Litigators with witness interviews, including notetaking, and collecting documentation.
Prepares summonses to witnesses, coordinates with witnesses regarding availability, and arranges travel or virtual hearing appearances.
Scheduling of appointments and meetings, ensuring room setup, required documentation, attendee availability, and interpreter services.
May be required to testify at regulatory proceedings, including undergoing cross-examination by defense counsel.

Financial Responsibility:

Maintains and orders office supplies for assigned work area.
Ensures the efficient operation of all office equipment.
Prepares expense reports, cheque requisitions, and processes invoices for payment.

Team Collaboration and Process Improvement:

Engages in problem-solving with other team members to continuously improve workflow and departmental effectiveness.
Identifies and addresses gaps in work processes, making recommendations for workflow and efficiency improvements to optimize both individual and departmental performance.
Promotes the sharing and transfer of knowledge and expertise amongst other team members.
Assists staff in using computerized support systems effectively to enhance productivity.
Monitors legal topics and file management trends, forwarding relevant issues to staff to support policy development and process improvements.
Supports departmental projects and initiatives aimed at enhancing operational efficiency.