Job Specification

Purpose of Position :

To provide independent legal clerk support services for Section professional staff engaged in legal and policy work for the IPRO.

Duties / Responsibilities :

1. Planning and providing independent legal research and analysis to support Section legal/policy projects, ongoing work, and associated case management in IPRO. Determining and/or verifying optimal sources of information (e.g.: on project related trends, decisions, issues, jurisprudence, policies, developments/positions in other jurisdictions, etc). Validating and organizing findings, and analyzing to provide results/assessments as well as raw information for use by counsel. Making initial recommendations for further study and following through as required (e.g.: researching additional sources; producing more in-depth analyses such as case statistics, evidence of systemic problems, etc:, creating reports and related text documents, charts, presentation materials, briefings, etc for use by counsel).

2. Drafting and supporting the development and finalization of content for official legal/policy documents, based on existing documents, precedents and/or information provided by counsel, (e.g. policy documents explanations, memoranda, reports, briefing notes, information materials for intake and inquiry and community liaison purposes), modifying/suggesting modifications to formats as required, and ensuring adherence to mandatory legal style, format and terminology.

3. Supporting the release of approved policies, interpretations and related communications/learning materials etc. by working with the counsels to finalize materials; selecting/preparing materials for general information purposes (e.g.: through public education, community liaison, the Section web site, etc); and participating in/co-coordinating their release to other areas of the OIPRD, external stakeholders, etc

4. Tracking and reporting on Section legal/policy project/work status and issues. Bringing forward action items to ensure completeness and timely handling, and following up to expedite, obtain missing information, etc. 5. Answering legal/policy related telephone calls referred from Intake & Inquiry, determining the nature and scope of releasable information to provide specialized information and provide accepted explanations/interpretations of legal/policy decisions, related terminology, policy and standards. 6. Performing paralegal duties such as: summarizing transcripts of evidence from discoveries; organizing files, and preparing casebooks to assist lawyers with litigation and files; drafting affidavits and other documents for motions and trials; researching statutes, reports, articles and legal references to find basic provisions as instructed, obtaining copies, and summarizing judicial authorities for counsel; reviewing documents at the preliminary stage to identify issues and objections for court purposes. Serving legal documents. Reviewing and responding to Notices, interpreting documents, requesting clarification, and identifying and settling issues involved. 7. Performing related administrative and clerical services, including: managing own legal/policy research and related files (e.g. establishing and maintaining files on the computerized database, as well as hard copy files for cases, correspondence, legal/policy documents and reports); attending Unit meetings to discuss and recommend improvements to project/work and administrative systems, policies, procedures and practices; assisting the COO/team in establishing and revising Section office policy and procedures; operating common office equipment (e.g.: PC printer, photocopier, fax); participating in special projects as assigned; and performing back up duties for other clerical/administrative staff. Management has the right to assign other duties.

Staffing and Licencing :

Word processing using fully programmable common office software to IPRO standards, including IPRO's case management system, and other customized database applications.

Knowledge :

Job requires knowledge of: - Precedents and provisions in legislation, specifically knowledge of the Police Services Act, as amended by the Independent Police Review Act. -

Working knowledge of relevant Statutes of Ontario and other relevant statutes (e.g. Police Services Act, R.S.O.1990 c P.15); related policies and standards; accepted legal/policy research sources; and OIPRD's policy and procedures; Rules of Procedures; court/police processes and practices; legal representation/policing structures in Ontario; and related legal terminology, to perform research and analyses; provide factual information and explanations of legal/administrative policies and procedures; prepare draft legal/policy materials; and ensure compliance in own work and casework.

- Legal research and analytical techniques to find and assess relevance and importance of common/basic provisions in statutes in support of legal/policy work in the Section, including litigation. - Legal office practices, official procedures and documents, and best office practices to research and review legal documents and precedents, initiate follow-up, co-ordinate activities, interpret and provide process guidance.

- The role, mandate, priorities, projects and programs of the IPRO and Ministry, to organize and prioritize own work, and obtain and provide information. - Office equipment, PC and related software (e.g. MS Office, MS Project, Outlook, internet, intranet), to input/extract data; manipulate text and data; produce official legal and policy documents, produce/receive letters, legal memoranda, reports and case-related documents according to established/standards procedures.

- Customized data base applications, to open files, enter, update, track, and provide projects and associated case information. - Customer service principles to perform duties collegially, provide reliable and timely services, maintain positive working relationships, and respond appropriately to requests, etc.

Skills :

Job requires: - Researching, analytical, assessment, problem-solving skills and attention to detail, in order to research, review and summarize legal/policy documents and precedents; identify relevant, assess and incorporate relevant content; draft semi-routine and complex correspondence and legal documents; provide status reports and statistical data; and ensure accuracy at all times. - Work planning and organizational skills to prioritize own workload, and bring forward/expedite items to ensure timely completion by others (e.g. following up with legal/academic researchers to obtain promised materials). - Judgment, discretion and initiative to assess the issues and status of legal/policy work; casework; obtain additional information; research and prepare materials; independently apply established precedents; determine confidentiality of privileged information and its release conditions (without having ready access to counsel for guidance); and identify and selecting appropriate legal/administrative standards to ensure compliance. - Tact, discretion, interpersonal and oral communication skills and ability to use appropriate legal terminology, in order to consult, provide sensitive information and explanations, exchange legal information (e.g. with the legal profession, IPRO investigators and other staff, etc), and make recommendations. - Customer service and teamwork skills to provide support for IPRO counsel and others; maintain positive working relationships; ensure timely and accurate outputs that comply with legislation and policy; respond promptly to issues (e.g. inquiries involving explanation of legal terms or procedures, such as new evidence, documentation required, time lines). - Written communication skills to use appropriate legal terminology; compose routine and complex legal and policy material from own knowledge; prepare initial research, reports and analyses; and sign routine correspondence on behalf of counsel (e.g. information request letters, introductions, letters of acknowledgement, covering letters). - Proficiency in using software described in Knowledge Section to enter and update research, data/statistics, progress tracking information; perform research and analyses, and provide initial reports and recommendations.

Freedom of Action :

Job requires: - Functioning independently with very general supervision to prioritise own work, maintain accurate and complete output to meet strict deadlines and standards, based on knowledge of legal and policy requirements, processes, standards, etc. - Using discretion to research material from approved sources, and ensure validity for the work in hand (e.g. interpreting and assessing relevance of legal and other precedents); perform comprehensive document examinations to assess completeness and accuracy; follow up to obtain missing materials or clarify content ensure compliance with established legal and internal legal/administrative policies, procedures and precedents; draft documents and other materials containing legal, policy and/or confidential information; determine what may be revealed when responding to requests for information; and determine when to refer problems to counsel/COO with recommendations. - Providing law clerk support for ongoing casework and litigation. - Determining confidentiality of privileged information and its release conditions without at times being able to refer to counsel for guidance. - Independently identifying and selecting appropriate legal/administrative standards to ensure compliance of own work. - Composing semi-routine correspondence on behalf of counsel and COO (eg: letters of acknowledgement, policy covering letters), and signing routine and complex correspondence. - Working co-operatively and flexibly in a team environment to maximise efficiency and effectiveness. Work is performed with very general supervision and is reviewed periodically or upon completion for accuracy and completeness by counsel. Overall performance is reviewed by the COO at designated periods. Unusual legal/policy matters are referred to counsel with recommendations for discussion and guidance.