Legal Assistant (Administration)

Legal Assistant (Administration)

Job Number: 3091
Job Type: Full-Time
Temp Contract Length:
Location: 150 Frederick St - Regional Admin Headquarters
Job Category: Legal Services
Number of Positions: 1
Department: Legal Services
Division: Planning, Development and Legislative Services
Hours of Work: 35
Union: Management/Management Support
Grade: Management/Management Support Grade 02
Salary Range: $35.47 - $44.35 per hour
About Us!

The Region of Waterloo is a thriving, diverse community committed to fostering opportunities for current and future generations. Waterloo Region is part of the Dish with One Spoon wampum, a treaty guiding our commitment to:

• Taking only what we need
• Leaving some for others
• Keeping the dish clean

This agreement underpins our vision, mission, and core value, and reinforces our dedication to meaningful reconciliation and equity Waterloo Region is home to over 674,000 residents and expected to grow to nearly one million by 2051 Guided by our 2023-2027 Strategic Plan, “Growing with Care,” we prioritize homes for all, climate aligned growth, equitable services and opportunities and a resilient and future ready organization. Our mission is to provide essential services that enhance the quality of life for all residents, while our core value emphasizes caring for people and the land we share. Join us and be part of a team dedicated to making a meaningful difference in our community The Role Provides clerical and confidential administrative support to the Director and the Division, including administrative support related to corporate and commercial matters and transactions. Coordinates divisional submissions of Council and Committee reports.
Duties/Responsibilities

• Coordinates operational functions for the Division, such as arranging file space, computers, and parking. Supports management with recruitment, onboarding and offboarding for the Division as required. Arranges servicing of equipment. Processes divisional mail.
• Prepares/coordinates the preparation of documents (e.g., legal documents, correspondence, financial and statistical data, technical reports, reports to Committees of Council, bylaws, opinions, charts). Collects, compiles, and distributes data to staff. Maintains and updates a tracking system and follows up with staff accordingly. Completes annual municipal benchmarking measures for the Division. Attends staff meetings to provide updates regarding administration issues.
• Communicates with lawyers and other professionals on behalf of the Director. Responds to general inquiries from the public regarding divisional services.
• Researches forms, templates, and existing procedures and drafts preliminary documents, including incorporations, amalgamations, and resolutions. Prepares corporate documents, reviews annual returns, and reviews and updates corporate records for corporations. Completes Ministry forms and related correspondence.
• Reviews land registry title searches and prepares personal property security registrations. Reviews and prepares documentation for projects in receipt of funding from the Region’s affordable housing strategy. Assists the Solicitor to prepare/administer commercial leases and other agreements.
• Requisitions cheques and administers advances of funds to proponents engaged in housing programs.
• Assists the Solicitor to prepare/administer commercial leases for Airport tenants.
• Maintains and updates files and tracking systems for carried and closed files (e.g., housing programs, railway lease/crossing database). Records and brings forward related matters.
• Exchanges information with housing providers, lawyers, law firms, public organizations, and staff in other government agencies. Responds to inquiries and requests from law firms, interest groups, and the public.
• Maintains divisional filing systems and an index/cross-referencing system. Monitors and ensures staff follow filing processes. Updates law library filing. As the divisional records assistant, tracks and organizes closed files to send offsite per corporate standards.
• Provides administrative support to the Director. Maintains the Director’s calendar. Coordinates logistics (e.g., catering, meeting rooms, equipment); and books/arranges training, conference, and travel requirements for Director and solicitors.
• Assists in budget planning and development by drafting budget forecasts and providing cost comparisons to divisional staff. Monitors actuals to budgeted expenditures and reports variances to the Director. Makes recommendations regarding the budget structure. Requisitions cheques. Prepares documentation for payment of invoices and accounts. Reconciles and submits p-card statements for divisional staff as well as monthly Teraview expenses. Has signing authority and a p-card. Contacts Finance regarding budget discrepancies. Organizes and submits budget issue papers to Finance as required.
• Represents the Division on project teams and committees, and participates on special project teams.
• Backs up other Legal Assistants as required.
• Performs related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge and skill in legal office procedures, budget preparation, legal programs, corporate commercial and real estate processes (e.g. documentation, forms, contracts, agreements, leases) and administrative procedures are normally acquired through a diploma/certificate in a related field (e.g., Legal Secretary Certificate) plus related experience in a legal environment.
• Knowledge of and ability to comply with policies, procedures, and related legislation.
• Organization, attention to detail, problem solving, and continuous improvement skills to research, organize, and present information; complete assignments independently and within deadlines; and maintain file systems and records.
• Communication and human relations skills to advise and assist staff in work methods and procedures; communicate with all levels of staff; and participate as a team member.
• Ability to read and interpret legal documents, Council and Committee agendas, Council resolutions, minutes, program reports, correspondence, and newsletters.
• Ability to draft, and edit correspondence, deeds, leases, Court documents, and reports.
• Computer skills with ability to use software such as Microsoft Office, online registration, search and filing systems (Teraview, Cyberbahn, MPAC), GIS, and Crystal reports.
• Ability to travel within Waterloo Region.
Ability to support and demonstrate the Region’s values

The Region of Waterloo is an equal opportunity employer dedicated to an inclusive and accessible recruitment process. We actively encourage applications from diverse groups, including Black, racialized, First Nations, Métis, Inuit individuals, women, people with disabilities, and 2SLGBTQIA+ persons, and are committed to equity, diversity, accessibility, and inclusion in the workplace For an accommodation request, please contact us and we will work with you to meet your accessibility needs. Alternate formats of this document are available upon request. Please contact the Service First Contact Centre at phone number (519) 575-4400 to request an alternate format, or email [email protected] Please note: candidates will be provided an update on their application. Please check your spam or junk folder occasionally as some candidates have noticed our emails in those folders (Gmail and Hotmail in particular)