Legal Secretary

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The Ministry of the Attorney General, Civil Law Division, Legal Services Branch, Ministry of Children, Community and Social Services seeks an experienced and highly motivated legal secretary to provide a full range of legal secretarial and administrative support services in a fast-paced and dynamic environment.

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How we support diversity, inclusion and accessibility

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

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About the job

You will:
• Perform general administrative duties such as preparing files for storage/archival, receiving and prioritizing incoming correspondence, and maintaining electronic filing systems
• Contribute to an inclusive, respectful, and collaborative workplace
• Prepare, serve, and file materials and forms with courts and tribunals within specific deadlines
• Open and close case files, assist with file retrieval, and maintain a log of all legal documents and correspondence
• Answer general correspondence and telephone inquiries
• Provide clerical and litigation support by preparing a variety of court forms, legal documents and routine correspondence

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What you bring to the team

Mandatory requirements

• You are able to type 50 words per minute (you will be tested during the interview assessment phase)

Administrative and Legal Knowledge:

• You have knowledge of general office administration procedures in records retention, asset management and financial and accounting policies and practices
• You have demonstrated knowledge of legal office methods, procedures and complex policies and Rules of Civil Procedure
• You have the ability to prepare legal documents from precedents or information provided by counsel and other officials
• You can organize, update, and maintain accurate electronic and physical files

Communication and Interpersonal Skills:

• You have strong communication and interpersonal skills
• You have demonstrated written communication skills to draft correspondence and other legal documents
•You can establish and maintain effective working relationships with staff and stakeholders

Organizational and Judgement Skills:

• You have excellent organizational skills to effectively meet deadlines in a fast-paced environment and produce work accurately
• You have the ability to set priorities and meet conflicting demands
• You have the ability to work independently and perform tasks with minimal guidance
• You have a high degree of tact, initiative, and judgement
• You have the ability to professionally engage with internal and external clients, while maintaining confidentiality

Computer Skills:

• You are proficient in computer software applications including Microsoft 365 and Adobe Pro
• You have knowledge of database applications to enter, track and update computer case management systems and to prepare files
• You are familiar with online databases for uploading and storing court documents (e.g. CaseLines) and the process for filing legal documents in adherence with court procedures

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Additional information:

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-AG-217018/24

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.