Careers

Support Staff

Job Title: Senior Legal Assistant

Summary:

Under general supervision and according to established policies and procedures, performs a variety of administrative duties for lawyers to whom assigned. Maintains positive contact with clients, lawyers, staff, and third party contacts such as Courts, tribunals and arbitrators. Observes strict confidentiality of client matters.

Essential Duties and Responsibilities:

“Essential functions” are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer.

1.  Operates a computer, including word processing software, internet, email and PCLaw; transcribes dictation (machine transcription and/or shorthand) in a timely and accurate manner. Operates standard office equipment such as photocopiers, fax machines, binding machines.
2. Types and formats correspondence, memoranda and other legal documents; drafts standard correspondence, memoranda and other documents.
3. Proofreads typed material for contextual, grammatical, typographical or spelling errors.
4. Screens telephone calls and records messages.  Understands and obtains relevant information from potential new clients, as requested.
5. Reads, sorts, dates and dockets incoming mail, faxes and e-mail messages.  Prioritizes and delivers incoming material to a responsible lawyer in a timely fashion. Ensures that outgoing mail is timely delivered.
6. Ensures printing, copying and binding of documents for use before Courts, tribunals or arbitrators are completed accurately and on a timely basis.  Locates relevant case law or legal material from the office library or precedent system.
7. Understands and is able to prepare and file documents in accordance with the Federal Courts Rules, the Ontario Rules of Civil Procedures and other board and tribunal procedures as applicable.
8. Serves and files documents for Courts or tribunals when required.
9. Organizes and prioritizes numerous tasks and completes them under time constraints.
10. Establishes and maintains calendar and deadline reminder systems and ensures that all files are brought forward at the time designated by the lawyer.
11. Opens new files, ensures conflict of interest checks are satisfied, and maintains all client and general files.  Conducts periodic review for possible storage of older files; prepares files to be closed.  Ensures that all materials are placed in files in a timely manner.
12. Receives clients and visitors; maintains good public relations with clients and third party contacts such as Courts, tribunals and arbitrators.
13. Strictly observes confidentiality of matters arising from the lawyer‑client relationship.
14. Collects information and maintains contact lists for clients, contractors, Courts, tribunals, arbitrators etc.
15. Makes appointments for lawyer(s) and ensures that meeting space is available and is reserved.
16. Ensures lawyers dockets are entered in accounting system on a timely and accurate basis.
17. Processes bills; proofs billing sheets; reviews and edits bills.  Tracks overdue accounts and ensures that payment reminders are sent on a timely basis.
18. Organizes and maintains case files, pleadings and other documents and lawyer notebooks.
19. Conducts basic research or inquiries as requested by lawyers.
20. Researches and books appropriate travel arrangements for lawyers, as requested; ensure that travel arrangements are confirmed on a timely basis.
21. Performs overload typing, filing, photocopying, or reception relief as time permits and as requested by other lawyers or the office manager.

Court Knowledge and Experience:

The candidate must have strong knowledge and experience with the following Courts (ie. Rules),

1. Public Service Labour Relations Board
2. Canada Industrial Relations Board
3. Canadian Human Rights Commission
4. Canadian Human Rights Tribunal
5. Ontario Court of Justice
6. Superior Court of Justice (Divisional Court)
7. Court of Appeal for Ontario
8. Federal Court
9. Federal Court of Appeal
10. Supreme Court of Canada
11. Provincial/Territorial Courts of all other provinces and territories

Knowledge, Skills and Abilities:

1. Knowledge of legal principles and practices at a level normally acquired through formal training or its equivalent with a desire and willingness to learn, work and succeed in a legal environment.
2. Approximately 10 years on the job experience in order to gain expertise needed to do substantive legal work.
3. Ability to organize and prioritize numerous tasks and complete them under time constraints.  Ability to concentrate and pay close attention to detail when evaluating legal matters.
4. Ability to proofread typed material for contextual, grammatical, typographical or spelling errors.
5. Interpersonal skills necessary in order to communicate and follow the instruction effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact.
6. Interpersonal skills necessary in order to communicate by phone and provide information with ordinary courtesy and tact.
7. Ability to retrieve and distribute print volumes, push and pull packages, books weighing up to 20 pounds and ability to retrieve and replace objects from shelves of up to 8 feet high.
8. Ability to work on occasion more than 35 hours per week to perform the essential duties of the position; may require irregular hours.

Please submit applications to Sonya Rogozynski, Raven, Cameron, Ballantyne& Yazbeck LLP/s.r.l. 1600-220 Laurier Avenue West, Ottawa ON K1P 5Z9, fax 613-567-2921 or email srogozynski@ravenlaw.com.