Job Specification

Purpose of Position :

To provide a range of administrative, secretarial and clerical services for the Manager, Administration and Manager, Strategic Planning and Financial Management (Managers) in the Crown Law Office-Civil (CLOC). To provide backup support for the Director of CLOC.

Duties / Responsibilities :

1. Providing services/clarification on a wide range of human resources issues such as benefits, pay and leaves of absences while maintaining confidential files and preparing/processing/bringing forward various HR documents, forms, e.g. WEAR forms and appropriate orientation/exit materials/forms for staffing, new hires and terminations; commissioner for oaths; BMO card applications; delegation of authority form; arranging for security access cards; checking/monitoring for accuracy and verifying WIN entries through administrative suite access and alerting Managers of discrepancies, preparing spreadsheet for Managers to facilitate monitoring under the Attendance Support Program.

2. Organizing and maintaining Managers' schedulers, coordinating meetings, conferences and staff vacation schedules, monthly reception schedule, researching and compiling information for meetings, preparing statistical reports, creating spreadsheets, contacting participants, arranging schedules, preparing and distributing agendas, taking minutes. Coordinating the competition process by scheduling interviews, booking skills tests, preparing acknowledgement letters, letters to successful and unsuccessful candidates.

4. Assisting Managers with the coordinating of facilities and accommodation requirements for new and existing staff members. Contacting appropriate facilities or building maintenance staff regarding routine maintenance issues for offices occupied by CLOC staff.

3. Typing documents such as letters, reports, memoranda from written drafts or Dictaphone, using a variety of software packages, proofreading for spelling and grammar usage and disseminating as required.

4. Sorting and distributing incoming correspondence, attaching background information, maintaining bring forward system; setting up and maintaining program area filing system; retaining and drafting correspondence in priority order for own, and for Managers' signatures.

5. Receiving and screening telephone calls and visitors; answering inquiries, conveying information and contacting staff, other ministry officials, the public, legal profession to obtain additional information or explanation while determining the nature and scope of releasable information. Rotation backup receptionist.

6. Providing back up to the Legal Director's secretary. Providing administrative and secretarial support to the Director's office as required.

Staffing and Licensing :

N/A

Knowledge :

Knowledge of Crown Law Office- Civil's role, objectives and activities to coordinate paperflow, e.g. by selecting and assigning correspondence requiring a reply to the appropriate manager; answering the telephone and diverting matters to appropriate staff members based on their designated responsibilities and areas of authority; identifying matters of importance and urgency for immediate attention. Knowledge of Secretarial functions, administrative methods and established internal office procedures to provide support to the Managers and backup support to the Legal Director's office. Knowledge of OPS administrative, HR and basic accounting policies, guidelines and procedures. Knowledge of Case Management database (Elite Enterprise) to perform general search features and assist Managers with general information regarding CLOC cases. Knowledge of standard software applications such as Word, Windows, Excel, to type information and manipulate text to produce, track or create correspondence, summary reports, spreadsheets, statistical reports, by selecting the most appropriate software packages and applications to produce a required style of reports, legal documents, correspondence or presentation materials. Knowledge of office equipment such as photocopiers, facsimiles, printers, binding machines to copy, fax, print and bind material/information.

Skills :

Job requires organization skills to coordinate the activities and maintain the filing of the managers and set priorities among conflicting demands, based on knowledge of issues and/or discussion with managers. Ability to work in a high pressure environment and produce work accurately and in a timely fashion. Job requires good listening skills to gather information and to assess the concern and urgency of the problem. Job requires interpersonal skills to provide quality and timely service to internal and external clients (e.g. senior management, counsel, staff and vendors). Ability to work independently and perform tasks with minimal guidance. A high degree of tact, initiative and judgment when dealing with staff or in handling confidential HR information or documentation. Job requires written and oral communication skills to draft or compose letters for managers, or e-mails to staff regarding administrative or procedural changes for the office, as well as be able to verbally communicate these procedural changes. Job requires some financial skills i.e mathematical skills to perform tasks related to preparing or gathering financial reports or statistical data for Mangers.
Ability to use Word processing/computer equipment and related software such as database applications, Word, Windows, Excel, to type information and manipulate text to produce, track or create correspondence, summary reports, spreadsheets and statistical reports.
Typing to 50 wpm and Dicta to Ontario Government Standards.

Freedom of Action :

Job requires performing tasks with minimal direct supervision and the work is reviewed by the Managers for adherence to established policies and procedures. Guidelines are available in the form of recognized internal administrative procedures, pre-established correspondence reply schedules, action due dates and expected turnaround time, e.g. payroll and attendance reports, contract renewals. Job requires following up on time sensitive tasks and advising Managers when tasks are not completed on time. Composing and signing correspondence on behalf of Managers, e.g. acknowledgement, covering letters for attachments and making decisions regarding the release of confidential information. Job requires referring matters not covered by established procedures and guidelines to the Managers' attention, e.g. difficulty in retrieving required research information, competing priority assignments.