Legal Assistant, Municipal

ABOUT US

Almost 1.2 million residents call York Region home, making it one of the largest regions in Canada – and the fastest growing with a population that’s expected to grow to more than 2 million by 2041. Our geography, which is comprised of about 1,800 square kilometers over nine different municipalities, is as beautiful, interesting and diverse as our people. Local government is organized in a two-tier structure and we work together with our local municipalities to provide residents and businesses access to a broad selection of services and resources.

WHAT WE OFFER

Consistently named one of Canada’s Best Employers by Forbes, we offer a collaborative, progressive workplace that takes pride in our organizational culture and is committed to living The 13+ Factors of Psychological Health and Safety in the Workplace – aligned with our vision to create strong, caring and safe communities both within and outside our walls.

• Defined Benefit Pension Program - With the Ontario Municipality Employees Retirement System (OMERS) defined benefit pension plan, you can confidently retire knowing that you will have income for life. Eligibility from date of hire as a full-time employee and includes employer-matched contributions.
• Employer of Choice - Recognized as the highest-ranking government employer in Canada and fourth overall among 300 organizations.
• Benefits and Wellness - Employees and their loved ones have access to a comprehensive employer-paid benefits plan that includes extended health, dental and life insurance, access to a 24/7 Employee and Family Assistance Program and corporate discounts and purchase plans for day-to-day products and services.
• Inclusive and Diverse Workforce - We’re committed to fostering an environment that celebrates all dimensions of diversity and ensures everyone can develop to their full potential, participate freely in society and live with respect, dignity and freedom from discrimination. Our robust Inclusion, Diversity, Equity and Accessibility program continues to grow, and has been recognized by the United Nations and many other organizations for our leadership.

ABOUT THE ROLE

Reporting to the Senior Counsel, provides confidential, legal and administrative support, including drafting or preparing correspondence and legal documents, assist law group with document development processes, organization and maintenance of lawyers’ files, coordinating and scheduling meetings and maintaining lawyers’ calendars as well as administrative management of legal practice.

WHAT YOU WILL BE DOING

• Administers and processes legal documents and arranges for signature, execution and safekeeping of documents and agreements.
• Drafts and/or prepares bylaws, agreements, contracts, statements, affidavits, corporate searches, correspondence, documentation pertaining to municipal projects, and corporate/commercial matters as assigned.
• Assists in the development of processes for law groups and document development and updates law group procedures manuals.
• Coordinates the delivery of program meetings involving external participants.
• Assists in drafting and in the preparation of confidential correspondence, documents and reports.
• Maintains currency of file lists and filing system, precedents etc. and updates records and lists in a timely manner to ensure accuracy and searchability
• Files correspondence, reports and other documents in accordance with Region standards and assists with records management.
• Acts as the communications link between staff and cross-department staff, outside agencies and the public.
• Produces and distributes documents, ensuring security and confidentiality of information.
• Identifies best practices and procedures in connection with job duties and responsibilities and implements changes.
• Drafts and/or prepares and co-ordinates background material, briefing notes, as appropriate, for response to inquiries.
• Conducts legal research utilizing various legal research software.
• Receives, redirects and responds, as appropriate, to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
• Assists various Counsel by maintaining schedules, arranging meetings and attendance at courses, making travel and accommodation arrangements.
• Responds to inquiries, referring urgent matters to appropriate staff, and ensures timely communication to Senior Counsel.
• Participates in meetings, staff committees and working groups as assigned.
• Performs other duties as assigned to meet Branch and Department objectives.

WHAT WE ARE LOOKING FOR

• Successful completion of Post-Secondary education in a Legal Assistant Program or equivalent approved combination of education and experience.
• Minimum of five (5) years legal administrative experience in a private or public law practice.
• Thorough knowledge of the preparation of various legal documents, contracts, agreements, , and clerical administrative practices.
• Knowledge of legal interpretation, concepts, principles, and terminology, statutes and regulations related to municipal law, bylaws and contracts.
• Bylaw and contract drafting an asset
• Demonstrated ability to successfully support multiple legal professionals in a busy and varied practice environment.
• Demonstrated experience coordinating large scale program meetings involving external parties.
• Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, team work, initiative/self-management and accountability, and flexibility/adaptability.
• Computer literacy utilizing MS Office software applications.
• Demonstrated ability to research/investigate issues and resolve problems.
• Detail oriented with strong organizational skills and ability to assess priorities and work independently to meet required deadlines with conflicting demands and changing priorities.
• Ability to maintain confidentiality, and exercise good judgement and discretion in dealing with confidential information and/or responding to inquiries.
• Ability to work outside normal business hours as required.

Please apply online by 5:00PM EST of the closing date indicated above.

All employment opportunities are recorded on a 24-Hour Career Line and may be accessed by calling 1-877-464-9675 ext. 75508. We thank all candidates for their interest; however, only those selected for an interview will be contacted. Please be advised, York Region uses email as the primary means of communication with candidates and does not use AI technology in any part of the recruitment process. Please ensure your email address is up to date, checked frequently (including your spam folder), and accepts messages from unknown users.

York Region is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. We respect, encourage and celebrate our diversity, aiming to build a qualified workforce that reflects the population we serve. Should you require an accommodation under the Human Rights Code during the recruitment and selection process, including accessible formats and communication supports, please email [email protected] or call 1-877-464-9675 extension 75506. Accommodations for applicants with disabilities are available upon request during recruitment processes and throughout employment.