Legal Assistant

Halifax Regional Municipality is inviting applications for the permanent, full-time position of Legal Assistant to support the Prosecutions Division in Legal Services, part of the Legal & Legislative Services Business Unit. The incumbent for this position should have exceptional attention to detail, act with integrity and have excellent interpersonal skills.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity and Inclusion as one of the Municipality’s core values. We have an Employment Equity Policy, and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application. The Legal Assistant is responsible for a wide variety of legal and administrative duties within the division. General duties include reception support, managing calendars, processing and preparing correspondence, responding to inquiries, interacting with internal clients, external parties, and the general public and opening, closing and processing files for archiving, as well as creating reports and processing invoices and expense claims. Broad and thorough knowledge of legal concepts, practices and principles is essential for this role. In the Team environment of Legal Services, Legal Assistants may be required to work for several lawyers at the same time and also support the overall management of the department including duties such as library maintenance (including book updates) and supply ordering.
For the full list of duties and responsibilities associated with this position, please email jobs@halifax.ca for a copy of the full job description.
DUTIES AND RESPONSIBILITIES: In the Team environment of Legal Services, in addition to general legal assistant duties, Legal Assistants may be required to have additional expertise in one or more of the following areas of law: Litigation, Prosecutions, Real Property, and Advisory Services (Advisory Services, Corporate/Commercial and/or Real Property). This position is currently dedicated to the Prosecutions division.
Prosecution Specific Responsibilities:

• Provides overall administrative support to Crown Prosecutors including file maintenance, court scheduling, document preparation and assembly
• Prepares and reviews municipal prosecution and appeal files
• Process routine disclosure for all prosecution files
• Tracks court dates and adjournments, validates officer/investigator vacation schedules, manages court appearances, trial follow up work, preparation of weekly application docket, etc.
• Prepares court documents and arranges for filing and service, as required
• Responds to inquiries from public, policing agencies, law firms and Provincial Court staff
• Gathers and maintains appropriate data for preparation of required 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, when required

QUALIFICATIONS
Education and Experience:

• Legal Assistant or Paralegal diploma from a recognized post-secondary institution
• Minimum of two years current, related experience in a Legal Assistant role
• Experience with general litigation, criminal law or prosecutions would be considered an asset
• Experience with police records or working in a police environment (HRP or RCMP) considered an asset
• An equivalent combination of education and experience will be considered

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 and proofreading skills with attention to detail, including proper spelling, grammar, and punctuation 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 (i.e.: Microsoft Office (Word, Outlook, Excel & PowerPoint), scanner, copier, etc.)
• 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
• Experience using case management software considered an asset
• Web-based research skills using reputable and authorized sources. Familiarity with Government and legal web-based search tools, i.e., Property Online, Registry of Joint Stock Companies, JEIN, CanLii, Quicklaw, Westlaw, etc. considered 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

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.
Competencies: Values and Ethics, Organizational Awareness, Customer Service, Communications, Valuing Diversity, Teamwork and Cooperation, Organization and Planning
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 ($51,360-$66,470). Compensation is commensurate with experience and training.
WORK LOCATION: 1809 Barrington Street, CIBC Building, 7th Floor, Halifax, NS
CLOSING DATE: Applications will be received up to 11:59 pm on Tuesday, January 28, 2025 and must include a cover letter and resumé. 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 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.
Qualified HRM retirees may also be considered for competition. In these circumstances, a form of employment may be offered, including term and/or contract employment.