Legal Assistant

  • Halifax Regional Municipality
  • Halifax, Nova Scotia, Canada
  • Sep 20, 2023
Full time Legal Assistant

Job Description

A municipal public servant makes a difference in the lives of over 400,000 people in the Halifax region. The municipality employs between 3,600-5,000 people annually. You could be one of them. Halifax Regional Municipality (HRM) is recognized as one of the Top Employers for 2022 in Nova Scotia and Atlantic Canada

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. In the Team environment of Legal Services, Legal Assistants may be required to work for several lawyers at the same time & have additional expertise in one or more of the following areas of law: Litigation, Prosecutions, Solicitor Services (Advisory Services, Corp/Comm &/or Real Property)

Reporting operationally to their assigned lawyers and the Prosecution Coordinator & 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, with a high degree of confidentiality.

Responsibilities include but are not limited to: preparation of legal documents & correspondence, dictation transcription; paper & electronic filing; managing correspondence; processing invoices; responding to inquiries and interacting with internal clients, external parties, and the public. Excellent interpersonal and communication skills are essential for this role, as well as broad and thorough knowledge of legal concepts, practices, and principles.

DUTIES & RESPONSIBILITIES (may specialize in one or both):

Solicitor Services & Real Property

  • Ability to prepare a broad range of legal documents and correspondence for residential and commercial real estate transactions including, but not limited to, deeds, easements, legal descriptions, HST Certificates, Direction, and Statements of Adjustments & Proceeds, Parcel Description Certification Applications (PDCA) and Applications for Registration (AFRs) as well as final reports
  • Reviews document packages received from other Business Units for completeness prior to forwarding to solicitor for approval and execution
  • Tracks closing dates and other deadlines, following up as necessary with assigned lawyer, client(s) and external solicitors
  • Conducts title searches, sub-searches and PPSA (Personal Property Security Act) searches, as required and acts as designated contact for requisition of all HRM title searches required by Legal Services as well as other business units;
  • Conducts general and title related property research regarding easements, rights-of-way and property ownership as required
  • Ensures documents are vault filed with the Clerk’s office, when required

Litigation and Labour

  • Maintains knowledge of litigation file timelines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as needed
  • Assists solicitor to coordinate witnesses, client contacts, and organization of discovery and/or arbitration meetings
  • General understanding of Collective Agreements, Unions and arbitration hearings
  • Prepares evidence, arbitration binders, and any reference documents required by solicitor for court or hearings

For a complete description of duties & responsibilities for this position, please email

HRM is committed to reflecting the community it serves and recognizing Diversity & Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy & we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities & 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Education & Experience:

  • Certificate/diploma from a Legal Assistant or Paralegal program with a minimum of three years’ experience in a legal assistant role with demonstrated performance capabilities. A combination of education and experience will be considered.
  • Experience preparing real estate closings and title search review will be considered an asset
  • Experience working with file/document management systems will be considered an asset

Technical /Job Specific Knowledge & Abilities:

  • Proficiency & expertise in the use of Microsoft Office (Outlook/Word/Excel/PowerPoint), Adobe Acrobat (writer)
  • Excellent interpersonal & communications skills, both written & verbal
  • Excellent organizational & problem solving skills
  • Superior time management skills & the ability to prioritize tasks with minimal supervision
  • Strong sense of ethics & the ability to handle sensitive & confidential or private information with tact and discretion; knowledge of privacy laws
  • High level of sound & independent judgment, reasoning, & diplomacy
  • Ability to work effectively both independently & as part of a team on a multitude of tasks in variable situations
  • Strong customer service orientation, ability to deal with lawyers & public under stressful situations
  • High level of accuracy & attention to detail is required while working within strict timelines
  • Excellent writing skills, including proper spelling, grammar, and punctuation for complex documentation & ability to independently draft correspondence at a professional skill level
  • Knowledge of legal terminology & ability to draft legal documentation as required
  • Understanding of legal reference materials, procedures, & legal filing systems
  • Critical thinking, analysis, & research skills are essential
  • Resourceful & flexible
  • Professional, responsive, & positive work attitude is critical
  • Knowledge of municipal issues, administration & government including council processes & procedures, By-laws, Halifax Regional Municipality Charter, Municipal Government Act, and Civil Procedure Rules considered an asset
  • Good internet research skills using reputable & authorized sources. Familiarity with Government web-based search tools, including Property Online, Registry of Joint Stock Companies, or caselaw websites, including Quicklaw, CanLII, & WestlawNext, etc. considered as an asset

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

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

WORK STATUS: Permanent, Full-time

HOURS OF WORK: 8:30am-4;30pm Monday – Friday, 35 hours per week. May require occasional overtime based on operational requirements

SALARY: Non-union Level 3 $47,630-$65,490 Compensation is commensurate with experience & training

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

CLOSING DATE: Applications will be received up to 11:59 p.m. on Tuesday,October 3, 2023 and must include a cover letter and resumé

During the recruitment process, applicants have the right to request 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.