| Job Description | POSITION SUMMARY:
This is a unionized position with the Legal Services team at Family and Children’s Services of Renfrew County. It is a fast-paced position that plays a vital role in assisting the lawyers in providing legal services to the Agency in the discharge of its legal mandate under the Child, Youth and Family Services Act and in related child welfare matters, as well as secondary coverage to Reception within the Administrative Services team. As part of the Legal Services team, this position plays a vital role in the behind the scenes workings of the agency.
DUTIES PERFORMED ON A REGULAR BASIS:
Regular filing of court documents through the Online Portal
Provide technical support and help desk functions for legal/clinical staff
Administrative support for the legal services department team
Attend court office for filing of legal documents or to provide documents to lawyers while they are in court
Assist staff with needed documentation and court processes as required.
Complete disclosure of file documents required by legal services. This includes reading through file documentation, redacting information that should not be disclosed in accordance with the CYFSA, providing the requestor(s) with the disclosure in a secure manner as advised, and providing photocopies of the documentation upon request
Regular updating of various Excel spreadsheets
To organize and expedite the flow of work through the Lawyer’s office, initiating follow-up action
To prepare legal documents according to general precedents or instructions from the Lawyer
To liaise between the Lawyer and various internal and external individuals, groups, clients at all levels
To route or answer routine correspondence not requiring the Lawyer’s attention and to Initiate follow-up action as required
To ensure that appropriate bring forward or diary system/database is updated re important dates/deadlines
To prepare special reports including gathering and summarizing data
To exercise initiative and judgment to relieve the Lawyer of administrative detail
To draft certain letters independently in response to requests by clients for review by Lawyer
To familiarize oneself with client files for better file management
To handle administrative detail with respect to opening and closing files, and keep up to date the electronic continuing record and files
Provide back-up coverage for admin team members as needed and back-up to reception as per rotation.
Provide reception coverage as needed. Reception duties include processing incoming calls, receiving clients, processing mail, fax and other deliveries, updating the Night Duty kit, and maintaining orderliness in waiting area and interview rooms
Assist with special projects as needed.
Other duties as assigned by the Supervisor of Legal Services
SKILL REQUIREMENTS:
Ability to take instruction, prioritize incoming work, follow through on assignments and manage ongoing tasks
Above average administrative skills
Above average accuracy, respect for data integrity and a responsibility for quality assurance
Advanced computer knowledge and technical efficiency with the ability to learn new applications and then assist (help desk) staff
Show strong attention to detail and possess exceptional proofreading skills
Be proficient in MS Word, Outlook, Excel and generally possess strong technical skills and have an aptitude to learn new software programs
Fast and accurate typing speed
Ability to gather, analyze and report on data and outcomes
Ability to deal with pressure, changing priorities and multi-tasking and be open to learning and employing new concepts and work styles
Well-developed organizational skills with an ability to prioritize and manage time effectively
Respect for confidentiality and professionalism within a child welfare organization
Excellent oral and written communication skills
Outstanding organizational and interpersonal skills coupled with a team-player attitude and keen enthusiasm
Ability to excel in a deadline driven environment
Ability to maintain good public relations, to get along with staff and to relate effectively, efficiently and responsibly to management
Demonstrated ability to work effectively with a diverse service and staff population, and a proven commitment to anti-oppression, equity, and inclusivity in practice
Ability to demonstrate critical thinking and implement evidence-based research into practice
KNOWLEDGE & EXPERIENCE
Two-year community college diploma as a Law Clerk, Administration Program or Administrative Assistant –Legal Program or a related field, or an equivalent combination of education and related work experience
Previous experience working in a legal department is an asset
Knowledge of court processes and documents as they relate to child welfare
Knowledge of agency policies, procedures and equipment
Bilingualism (English/French) is considered an asset
WORKING CONDITIONS
This position involves a combination of office-based work and occasional community meetings
Regular travel within the county is required; access to a reliable vehicle is necessary
The role requires periods of light physical activity. This includes constant sitting, standing or walking, regular handling of lightweight objects (10lbs. weight) or constant visual attention to detail
Salary:
Start Salary - $46,144 - $60,507
Existing Vacancy
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