Job Specification

Purpose of Position :

To provide secretarial and administrative services in English and French to the Alternate Chair and Vice Chairs of the Ontario Labour Relations Board; to prepare Board decisions and to maintain Board decision data in the Case Management System.

Duties / Responsibilities :

Provides secretarial services related to the preparation of Board decisions by:- Transcribing and typing from Dictaphone tapes and handwritten drafts, often containing a wide range of complex technical and legal terminologies, material relating to interim or final Board decisions on applications and complaints filed with the Board regarding certifications, unlawful strike declarations, prosecutions, jurisdictional disputes, The Occupational Health and Safety Act, the Colleges Collective Bargaining Act, The Hospital Labour Disputes Arbitration Act, The Employment Standards Act, incorporating amendments and revisions related to typed decisions; - Converting date from laptop computers, used by Vice-Chairs, from WordPerfect and reformatting and editing on the Digital system; - Inserting relevant section(s) of Act5s into decisions, on brief instructions, after determining which ones pertain; - Research previous decisions to ensure correct section has been cited; - Performing research, e.g. locating quotes from cases in O.L.R.B. reports, arbitration cases (L.A.C.) precedents, etc. forming part of certain decisions; - Proofreading for accuracy and ensuring citations used are correct, passing to author for approval; - Transcribing from dictaphone tapes or edited copy a variety of material including letters, general correspondence, memos on confidential matters, policy statements, Board activities, lectures, speeches, etc.; - Preparing travel claims for Vice-Chairs and reviewing expense accounts for accuracy and conformity with guidelines and government polices; - Preparing, on own initiative, standard legal documents to accompany Board decisions such as interim orders, cease-and-desist orders, court orders, directions, bench warrants for arrest of defaulting witnesses, etc.; - Ensuring proper seals are affixed, proper signatures are obtained, legal decisions are complete and accurate, documents are filed and following through on relevant procedures for release and dispatch; - Preparing pro-forma decisions and related documents for the construction and non-construction industries by: i. Applying knowledge of the Acts, regulations and Board policy to determine which precedents apply and how to modify them i.e. from LRO Reports, previous decisions, when preparing and typing related decisions; ii. Researching case file and other sources to gather all information to be incorporated into decision i.e. File number, style of cause, composition of Board panel, appearance of hearing, correct name of parties, identifying filings by applicant and respondent, membership evidence, etc.; iii. Referring to Provincial Bargaining Agency Designation Manual for description of bargaining unit and agency to be incorporated into decision of construction cases; iv. Referring to Board Area in the Construction Industry listing ensuring correct geographic area; - Ensuring that proper craft unit description is incorporated into decision. Maintaining Board decisions in the Case Management on-line computer system by: - Ensuring that all pertinent information relating to decisions is recorded/updated for each file invoked, i.e. union certifications, file tracking, etc.; - Reading the decision to determine the outcome and summarizing the Board's findings/directions, in own words, to close case in CMS; - Ensuring that all information is accurately inputted and thus reflected in reports generated by the Board and/or ministry; - Maintaining weekly statistical report for Vice-Chairs, noting particulars and status of case, ensuring accuracy as the reports generated go to the Minister and the Labour community. Co-ordinate the release of Board decisions by: - Determining from Board decision any necessary further action; if a Board Officer is to be appointed, forwarding file to Manager of Field Services; if further action is required by Registrar's/Deputy Registrar's office, advising them of any specific instructions; - Preparing vote cases and advising Votes Section regarding particulars of vote; determining proper precedent to be used in typing decisions; - Preparing appropriate decisions for final disposition of the case following submission of Board Officer's report on outcome of the vote; - Preparing necessary copies of draft decisions for Board Members and others, maintaining contact to expedite the release of same; advising Vice-Chair of potential problems encountered; • Arranging for copying and distribution of final copies to all parties; - Instructing Word Processing Centre staff which letter and certificate(s), where necessary, is to accompany board decisions; - Photocopying other material for individual Vice-Chairs on request; - Responsible for the distribution of copies of decisions to the appropriate sections of the Board upon release; - Arranging with the file and mail section for delivery of any decision or correspondence to Board Members or parties which requires immediate action; - Ensuring that Labour Relations Officers involved in a case are provided a copy of decision; • Distributing all files, correspondence, etc. to the Vice-Chairs; - Setting up and maintaining reference material (precedent book), cataloguing and keeping it current; - Finalizing and sending documents to main Decision Account (Archives); deleting case from Vice-Chair's files; - Advising file and mail section upon release of decision (e.g. closed, pending, etc.); outlining any specific request for file to be bought forward to a particular Vice-Chair or the Registrar at a certain time Performs other related tasks such as: - Receiving telephone calls for Vice-Chairs and taking appropriate action; - Assuming the duties of Senior Secretary to Vice-Chairs (in person's absence) on a rotational basis; - As assigned

Knowledge :

Superior oral and written French language skills. Good knowledge of the Labour Relations Act, regulations and Board's Rules of Procedure. Familiarity with Board policies and procedures. Typing and dicta to Ministry standards. Ability to operate fully programmable word processing using Digital VAX VT 220 with WPS+ and Oracle Software. Through understanding of custom designed case management system. Technical knowledge to enter and query data in Oracle database. Analytical ability to determine issues from brief instructions. Good judgement and discretion in handling sensitive and confidential issues. Ability to organize a diverse workload, establish priorities, meet deadlines and work independently in a team environment with minimal instructions. Excellent communication skills to co-ordinate between various units. Familiarity with legal terminology.