Legal Assistant

  • Halifax Regional Municipality
  • Halifax, Nova Scotia, Canada
  • Nov 24, 2021
Full time Legal Assistant Legal Support

Job Description

Job Posting

Halifax Regional Municipality (HRM) Legal & Legislative Services business unit is seeking a Legal Assistant to become a permanent member of the Legal Services support team.

HRM encourages applications from qualified persons in communities of African descent, racially visible persons, women applying to non-traditional positions, persons with disabilities, Indigenous persons and persons from the LGBTQ+ Community. HRM encourages applicants to self-identify.

Reporting operationally to their assigned lawyers and administratively to the Business Unit Coordinator, the Legal Assistant is responsible for a wide variety of legal and administrative duties within the Legal Services division. Broad and thorough knowledge of legal concepts, practices and principles is essential for this role as well as strong proofreading, word processing and general administrative office skills. In the Team environment of Legal Services, Legal Assistants may be required to work for several lawyers at the same time and have additional expertise in one or more areas of law.

DUTIES AND RESPONSIBILITIES
  • Manages and processes internal and external inquiries, appointments, calendar of meetings, court deadlines, correspondence, and ensures follow up where appropriate using tact and judgement ensuring a high level of confidentiality
  • Opens and maintains files, legal or prosecution, as set out in the Legal Services practice standards
  • Accurately transcribes documents, drafts and prepares various types of correspondence, and prepares legal documents, council reports, general reports and presentations as required
  • Prepares background material for meetings, schedules presentations and makes any other necessary arrangements including attendance and recording of minutes if and when required
  • Receives and processes invoices
  • Updates and maintains the division’s file/document management systems
  • Contributes to maintaining a document precedent/template system
  • Maintains statistics and data and creates reports where required
  • Coordinates arrangements for local and out of town travel/conferences and prepares expense reports, as required

Litigation
  • Maintains knowledge of litigation file time lines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as needed
  • Assists with coordination of witnesses, client contacts, and organization of discovery meetings
  • General understanding of Collective Agreements, Unions and arbitration hearings
  • Prepares evidence, arbitration binders, and any documents required for court or hearings
  • Files documents with the court as required

Prosecutions
  • Prepares and reviews municipal prosecution and appeal files
  • Tracks court dates & adjournments, processes disclosure requests, trial follow up work, preparation of weekly application docket
  • Prepares court documents and arranges for filing & service
  • Responds to inquiries from public, policing agencies, law firms and Provincial Court staff
  • Gathers and maintains appropriate data for preparation of reports
  • Provides back-up support for Coordinator, Municipal Prosecutions, when required
  • Experience with JEIN considered an asset
  • Reviews and approves insurance withdrawals and makes recommendation to prosecutor in this role

QUALIFICATIONS
Education and Experience
  • High School Diploma and a Legal Assistant or Paralegal Certificate is required
  • 1-5 years current, related experience as a Legal Assistant working in a law office environment with demonstrated performance capabilities.

Technical / Job Specific Knowledge and Abilities
  • Excellent interpersonal and communications skills, both written and verbal
  • Strong customer service orientation, ability to deal with individuals under stressful situations
  • Excellent writing skills and attention to detail, including proper spelling, grammar, punctuation, and proofreading for complex documentation
  • Time management skills and the ability to prioritize tasks with minimal supervision
  • Proficiency and expertise in the use of current office technology and related software including Microsoft Office (Word, Outlook, Excel)
  • Experience working with file/document management systems will be considered an asset
  • Ability to work effectively both independently and on a team on a multitude of tasks in variable situations
  • Knowledge of legal terminology and ability to draft legal documentation as required
  • Understanding of legal reference materials, procedures, and legal filing systems
  • Ensures compliance with court filing practices
  • Strong sense of ethics and the ability to handle sensitive and confidential or private information with tact and discretion;
  • Professional, responsive, and positive work attitude is critical; must be punctual and reliable, resourceful and flexible
  • Knowledge of data privacy laws considered an asset
  • Good internet research skills using reputable and authorized sources. Familiarity with Government web-based search tools, i.e., Property Online, Registry of Joint Stock Companies, JEIN, etc. considered as an asset
  • Knowledge of municipal issues, administration and government including council processes and procedures, By-laws, Halifax Regional Municipality Charter, Municipal Government Act, and Civil Procedure Rules considered an asset
  • Thorough knowledge and understanding of court proceedings, appeal processes, statutes, court decisions, ordinances, resolutions, and legal documentation considered an asset

Pre-Employment Requirement: Halifax Regional Municipality has a Mandatory COVID-19 Vaccination Policy which requires all employees to be fully vaccinated against COVID-19. Proof of vaccination is a condition of employment. Proof of full vaccination is not required at time of application but will be verified prior to the commencement of employment. Human Resources will notify you when proof of vaccination is required.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please note – Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates, who are selected for testing, may be tested in a group setting, scheduled at the employer’s discretion. Interviews, testing, and in-person recruitment activities are being conducted in-person and in adherence with current COVID-19 Public Health protocols.

Competencies: Customer Service, Communications, Valuing Diversity, Teamwork and Cooperation, Organization and Planning, Values and Ethics, Organizational Awareness

WORK STATUS: Permanent, Full-time

HOURS OF WORK: Monday – Friday, 35 hours per week. May require some overtime based on operational requirements

SALARY: Non-union – NU3 ($46,700 - $64,200). Compensation is commensurate with experience and training.

WORK LOCATION: CIBC Building, 1809 Barrington Street, 7th Floor

CLOSING DATE: Applications will be received up to 11:59 p.m. on December 5, 2021

Please note: We thank all applicants for their interest in this position. Only those applicants selected for interview/testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as an interview or testing) and who require accommodation, should discuss their needs with the Recruiter when invited to the assessment process.