Administrative Staff -Legal-3-month contract
Existing Vacancy
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ADMINISTRATIVE STAFF – LEGAL
Department: Child welfare
Accountability: Supervisor of Legal Services
Location: Mary Street Office, Pembroke
Family & Children’s Services of Renfrew County is a multi-service agency committed to providing preventative, protective and socially inclusive services and programming that empower and strengthen everyone. We are focused on cultivating a team-oriented work environment where everyone thrives. Our goal is to develop and strengthen collaborative partnerships to increase availability, accessibility and quality of care to our communities.
Our agency commitments include: moving forward Anti-Oppressive Practice, French Language Services and working alongside Indigenous Communities.
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
