Judicial Assistant - Irregular On-Call

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

What can I expect to do in this role?

• transcribe, type and proofread correspondence, judgments and legal documents from audio and handwritten drafts
• compose correspondence in response to inquiries from legal profession, the general public, government and agencies
• manage Justices' electronic calendars and schedules
• set appointments and make travel arrangements for Judges
• maintain judicial libraries and maintain filing system
• process invoices and travel claims and maintain expense accounts
• provide administrative support to Justices on committees
• process mail and access information on databases

How do I qualify?

Mandatory

• typing skills to 50 words per minute
• dicta skills to 70% accuracy

Legal Assistant and Administrative Knowledge:

• knowledge of legal office and courts administrative policies, paper flow and procedures to answer telephone enquiries and relay information
• knowledge of legal documents and formats as well as legal terminology to transcribe from audio tapes or handwritten notes, ensuring spelling accuracy
• knowledge of financial processes to ensure purchasing procedures are followed and invoices and statements of expenses are properly prepared for payment

Communication and Interpersonal Skills:

• prepare reports, draft minutes and compose correspondence in response to requests for information
• use your attention to detail to edit and proofread documents for spelling and grammar errors
• use tact and discretion when responding to inquiries from individuals in the legal profession (e.g. Judiciary) as well as the public, both in person and over the phone

Analytical, Organizational and Problem-Solving Skills:

• the ability to recognize urgencies and realign priorities in response to deadlines and in a fast paced work environment
• the ability to respond to issues and redirect calls by selecting appropriate referrals (e.g. lawyer, police, legal aid)
• the ability to determine the appropriate administrative procedures and processes when typing legal documents, handling correspondence and maintaining filing systems
• the ability to identify, resolve and follow up on problems with incomplete documentation and conflicts in scheduling when organizing meetings and conference calls

Computer Skills:

• proficiency with word processing, email, spreadsheet, presentation software (e.g. Word, Outlook, Excel, PowerPoint)
• proficiency with database applications to enter, track and update data (e.g. Quicklaw)
• the ability to manipulate text to produce letters, memoranda, reports and legal documents, according to established procedures
• the ability to use the Internet to conduct searches for judges

Additional Information:

• 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.
• N-AG-212280/2024
  Effective, January 1, 2024, the updated salary range for this position is $28.14 to $32.82 per hour in alignment with the recently ratified OPSEU Unified 2022-2024 collective agreement.