Legal Assistant

SCHEDULE "A"

JOB DESCRJPTION - LEGAL ASSISTANT (70%)

First Nation & Employment Law, Human Rights and Litigation Legal Assistant

It is imp01tant to know that we strive for excellence not perfection. Perfection is a lofty goal but doing our (your) best each day to be accurate, efficient, suppo1tive to the Managing Partner and your co-workers within the S&Co. team is expected each day.

As the first point of contact for clients in distress and dealing with time sensitive matters, you will bring a balance of compassion, professionalism and tact when interacting with the Managing Partners' clients and corresponding by phone and emails. You will be working four (4) days a week from 8:30 am to 5:00 pm (overtime can be expected).

This position involves a variety of administrative and legal specific tasks for which the ability to change focus and prioritize duties is an asset which are set out below.

Job Duties

• Responding on the same day to all inquiries that come through our webpage po1tal inquiring about consultations.

• Scheduling consultations with call-ins or inquiries from webpage and

• Scheduling client appointments;

• Creating electronic and paper files;

• Correctly saving all electronic files in the prescribed manner (date, parties, subject matter);

• Managing the managing law partners law practice by ensuring that all meetings are accurately scheduled, the patties are properly notified and the managing pattner is prepared for each meeting (this is done by ensuring that summaries note for clients are saved to file, all client documents are clearly and accurately described and saved to file and the managing partner is debriefed before each consultation or meeting);

• To attend to clients, take instructions, and conduct letter and telephone enquiries as necessary;

• This position will be the point person to take calls form clients and relay the requests, inquires or with the direction of the managing pattner, schedule a call with the partner to address the client directly

• To assist the Managing Partner in the processing of all client files in a timely and cost-effective

basis (this is done by the Legal Assistant performing all supportive and non-lawyer work);

• To ensure that clients are dealt with efficiently and politely and that appropriate legal matters are raised with the Managing Partner

• Corresponding with opposing counsel and other third patties to move client files forward;

• To maintain and review with the managing partner on a regular basis a work in progress list (WIP List) to ensure that all client files are being addressed in a timely manner and ensure that no limitation dates or deadlines are missed

• To use the correct practice procedures and systems in order to manage files effectively and in accordance with the firm's standards and legal requirements (IE: Consistent formatting of all correspondence and documents -Times New Roman/ 11 font/ justify spacing)

• Attending and taking notes at meetings and assisting the Managing Patiner in investigating the issues and collecting legal and factual documents

• Communicating with opposing counsel and other parties, clients, judicial administrative staff and

vendors

• Scheduling examinations, hearings, closings and meetings for the Managing Partner

• Preparing legal documents (i.e.: NOC, LODs & releases, settlement Agreements, contracts, notices, demand letters) and updating documents

• Filing, mail, fax or messenger

• Keeping the Managing Partner organized each day

• Discussing the daily priorities with Managing Pattner

• Drafting correspondence for pattner - this includes inserting facts and background into letters for the partner (this helps with keeping costs downfor the client)

• Conducting various legal research through Westlaw

• Drafting (non-lawyer), editing and serving legal documents

• Managing litigation deadline and settlements - this includes insetting ALL dates, deadlines, limitation dates and follow-up with clients in the Managing Pattner calendar

• Scanning, photocopying, faxing and filing documents (critical as JDT operates a paperless practice)

• Verifying client identification and taking client payment using a point of sales system

• Opening and closing client files

• Invoicing and AIR

• Calling clients for payments to accounts

• Other duties as requested

Education

You will have a minimum of 1 year experience as a Legal Assistant (waived), Preference with a ce1tificate or diploma in legal program or higher education. On-the-job-training will be provided. Valid driver's license and access to a vehicle is required.

Skills

Must possess excellent interpersonal and customer service skills to communicate with the Managing Partner, Senior Pa1tne1·, clients, opposing counsel and staff. Must also have the ability to use PCLaw and operate office equipment such as computers, printers, scanners, and copiers. Experience with video conferencing equipment a plus. Strong spelling and grammar skills are important for taking effective messages, drafting correspondence and legal documents. Familiarity with the following legal processes is prefe1Ted:

• WCB/WCAT

• BC & Canadian Human Rights Tribunal

• Canadian Industrial Relations Board

• BC Small Claims and BC Supreme Court

Personal Traits

A professional appearance and polished demeanor are imp01tant Other personal traits necessary to the job are:

• Being resilient to constructive criticism and conversations with clients

• Respect for confidentiality and discretion

• Attention to detail

• Positive, upbeat attitude

• Patience in dealing with clients who may be going through hardships

• Dependability

Hours of Work

The hours of work are Monday, Tuesday, Thursday and Friday 8:30 am to 5:00 pm. Ove1time will be required when the firm needs additional help with larger cases and in the event of staffing issues.

SCHEDULE "B"

JOB DESCRIPTION OFFICE MANAGER (30%)

With the accumulation of files and necessary activities, the legal office can be a ball of confusion. From legal platforms that will not generate client documents to legal questions that need training and mentorship to resolve, the Legal Office Managers can straighten out the myriad of responsibilities and ensure the office runs as efficiently as possible.

The basic duty of the Law Office Manager is to ensure the office is running smoothly. They coordinate and monitor all Legal Assistants' activities within the law office. The Law Office Manager is responsible for on-boarding and training staff and ensuring that everyone is on time and following the office policy.

Job Duties

• Human resources

• Create job descriptions and post ads;

• Draft employment documents including LOO & EA;

• Maintain benefits enrolment and removal;

• On board and train staff;

• Schedule training for WestLaw and ensure law library is current;

• Communicate counselling options for lawyers and Legal Assistants;

• Enter CPD hours for senior partners and ensure all associates meet requirements;

• Maintain and update policies including office, B&H, and COVID;

• Other duties as directed.

• Communication

• Communicate Managing Partners instructions to staff;

• Plan staff events including Christmas party;

• Communicate with cleaners and other contractors;

• Maintain company files and off-site storage.

• Legal marketing

• Monitor the invoices and effectiveness of marketing company;

• Complete simple website updates and requesting major updates from Trinex;

• Attend monthly Chamber of Commerce networking events;

• Ensure business cards, seals and stamps are ordered;

• Annual review of marketing expenditures.

• Payroll

• Review bi-weekly payroll;

• Approve, review and monitor staffs banked overtime;

• Ensure reviews & wage bumps are provided;

• Maintain a calendar of staff start dates;

• Approve vacations and coordinate coverage.

• Financial management & planning

• Financial forecasting with bookkeeper;

• Signing cheques on the general account;

• Provide partners with monthly financial updates;

• Write grants and recommend loans;

• Office expansions and contractions;

• Manage accounts payable and collections.

• Legal technology

• Provide in-office IT suppo1t to lawyers and Legal Assistants;

• Communicate issues and coordinate with IT company;

• Maintain video conferencing equipment;

• Provide staff training and trouble shooting on PCLaw;

• Ensure online platfo1ms are topped up with prepayments for use on client files;

• Add new users to PCLaw, BCOnline and BC Business Registry.

Skills

o Write cheques and request wire transfers;

o Complete and file Notice of Motion;

o Manage administrative processes and make necessary corrections;

o Provide HR support including coaching, workshops and training

o Assist with draft process documentation.

• Experience as a Legal Assistant within numerous areas of law 3-5 years

• Experience in First Nations organizations and participation in First Nations culture

= Experience with office management 15+ staff, computer programs, and legal processes

• Experience dealing with budgets $5 million +

• Ability to manage staff, effectively organize tasks and processes, and work efficiently under stress and deadlines

• Organized, demonstrating common sense and negotiation skills

• Ability to monitor work performed by staff so that it's completed on time, within the budget and meets high quality standards

• Adept at assigning responsibilities to staff and meeting deadlines

• Able to motivate employees in order to increase productivity and quality of work

• Strong decision-making skills

• Ability to work overtime

Job Type: Full-time

Salary: $38,838.89-$69,406.31 per year

Benefits:

• Company pension
• Extended health care
• On-site parking
• Paid time off
• Work from home

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Legal Assistant: 1 year (required)

Ability to Commute:

• Parksville, BC V9P 1V5 (required)

Ability to Relocate:

• Parksville, BC V9P 1V5: Relocate before starting work (required)

Work Location: In person