Job ID: 38163

• Job Category: Legal Services
• Division & Section: Legal Services, Legal Administration
• Work Location: Various – See Below
• Job Type & Duration: Full-Time, Permanent Vacancy
• Hourly Rate and Wage Grade: $36.38 - $39.85, PSG TF0259, Wage Grade 10
• Shift Information: Monday to Friday, 35 Hours per week
• Qualified List: Candidate List will be established. For applicability and duration, see below.
• Number of Positions Open: 1
• Posting Period: 14-June-2023 – 28-June-2023
• Required to work at various locations such as Old City Hall, 2700 Eglinton Ave West, 1530 Markham Road and St. Lawrence Market North.

Job Description:

Provides information to the public, processes and reviews requests for disclosure, accepts notice of motion, notices of appeal, and other correspondence and information while working the public service counters. Drafts correspondence, mails out legal documents and completes affidavits of service. Assists in coordination of service to the public for the service counters in Prosecutions. Inputs information into internal databases. Liaises with court administration, legal representatives, enforcement agencies and members of the public.

Major Responsibilities:

• Provides legal administrative support services related to the Provincial Offences Act, the Highway Traffic Act, other provincial legislation and City By-laws.
• Drafts legal correspondence, notices of motion, court forms, affidavits and other documents using MS Word.
• Provides direction, with the assistance of the Manager and Solicitor, to Legal Assistant 2.
• Formats documents and drafts letters according to prescribed legal requirements
• Prepares reports to various City Committees or City Council, documents, agreements, opinions or memos.
• Retrieves and updates reports and calendars as well as retrieving and preparing status reports on prosecution matters.
• Compiles information related to specific cases, organizes and reviews evidence, correspondence and trial briefs.
• Inputs data, coordinates and updates files.
• Ensures that due dates and limitation dates are diarized and acted upon as required.
• Coordinates the service of orders, notices of motion and other legal documents.
• Maintains, coordinates and updates relevant data.
• Initiates and coordinates the preparation of briefs, presentation and meeting materials.
• Conducts legal research.
• Arranges appointments and coordinates meeting arrangements.
• Sets up and maintains correspondence, document, and case files and other legal material. Reviews and processes correspondence, may initiate responses on matters not requiring the personal attention of Management.
• Maintains current standard forms, legislation, By-laws and precedents. Requisitions files and requests certified copies of documentary evidence, decisions and By-laws.
• Responds to inquiries and exchanges appropriate information regarding legal matters with enforcement staff, lawyers, police officials, representatives from other municipalities, Judiciary, Councillors and all levels of staff from City Divisions as well as the public.
• Updates various statutes and By-laws. Maintains By-law index.
• Ensures update certified copies of City By-Laws are available in Court Rooms used by City Prosecutors and in Prosecution Offices.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience providing legal administrative/clerical support specifically related to the actual job duties including legal terminology and phraseology.
2. Considerable experience with various computerized systems (ie ICON) and other software including Microsoft Office Applications.
3. Experience in preparing correspondence, creating and formatting documents, summaries and statements relating to prosecution matters.
4. Experience supporting court procedures as they relate to regulations and legislation pertaining to court and prosecutions (i.e., Provincial Offences Act, Toronto Municipal Code, City of Toronto Act, Building Code Act, Planning Act, Municipal Act, Highway Traffic Act and other by-laws enforced by Municipal Licensing and Standards) and to relevant policies.

You must also have:

• Demonstrated ability to effectively lead staff.
• Knowledge of office systems and procedures, with ability to identify problems and inefficiencies and develop effective solutions.

• Knowledge of the Provincial Offences Act.
• Good organizational, problem solving and multi-tasking skills with the ability to plan, assess priorities and perform the work with little supervision.
• Knowledge of information/records management and records management systems.
• Excellent interpersonal skills with ability to communicate effectively, both orally and in writing as well as to act as a divisional representative and to liaise with all levels of judiciary, staff, legal profession, public, enforcement agencies and other external stakeholders.
• Ability to exercise independent judgement, diplomacy and discretion in dealing with confidential matters and management staff in the absence of the Supervisor.
• Ability to work flexible and/or varied work hours.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.