Legal Secretary

Section: Legal Services
Division: Legal and Clerk's Services
Department: Corporate Services
Initial Reporting Location: Tom Davies Square

Job Status: Permanent position
Number of Vacancies: 1
Affiliation: Inside Unit
Hours of Work: 70 hours bi-weekly
Shift Work Required: No
Range of Pay: Group 9 - $27.90 to $33.01 per hour

The start date will follow the selection process.

This position is not eligible to work remotely

Characteristic Duties: Under the general supervision of the Deputy City Solicitor.

1. Act as Receptionist for the Section; answer and screen calls, respond to general inquiries, provide information to Councillors and staff, direct public to appropriate staff.
2. Take and transcribe dictation via mechanical recorder and shorthand from the Solicitors.
3. Draft correspondence and various legal agreements under the supervision of the Solicitors. Prepare by-laws, as required.
4. Type various reports, agreements, documents and forms, (e.g. appraisals, court documents, confidential reports, mortgages/charges, contracts, etc.), and arrange for their execution and approval by CGS Officials, as required.
5. Assemble and compile information for the processing and discharging of all agreements, charges/mortgages, etc. and prepare such documents and related correspondence.
6. Contact and make arrangements with individuals/lawyers to review and explain, as necessary, the various agreements, contracts, mortgages/charges, etc. Arrange for appropriate signatures, calculate fees and issue receipts.
7. Prepare covering letter to accompany all documentation, as necessary, and refer to appropriate officials for authorization. Prepare reporting letters and circulate to appropriate departments.
8. Prepare all necessary documentation for agreements, easements, etc. to be forwarded to the Land Registry Office. Ensure that all postponements of charge, etc. are received, for registration at the Land Registry Office. Forward information received from the Land Registry Office to the Clerks Department and other interested departments/individuals/ organizations.
9. Review regulations and bulletins concerning registration of documents and amendments to legal forms.
10. Arrange for payout figures of charges/mortgages, agreements, etc. and arrange for the closing of deals at the Land Registry office, (e.g. agreements, charges/mortgages).
11. Make travel arrangements for the City Solicitor and Section staff; ensure expense claims are processed through the Finance Division.
12. Schedule appointments, book meetings; assist Section staff during periods of vacation overload and absences.
13. Attend meetings to take minutes, as required; prepare agendas and minutes for same.
14. Receive, record, and file mail, log action taken, retrieve appropriate background material in accordance with established procedures.
15. Develop and maintain filing system for Legal Services Section and maintain a bring forward (BF) system to follow up with staff as required. Maintain attendance records, vacation schedules, travel approval and expense forms, Human Resources and Payroll forms.
16. Maintain budget statistics for Legal Services Section.
17. Maintain, order and receive all office supplies in accordance with established procedures.
18. Develop and maintain a thorough working knowledge of CGS's Safety Manual and the applicable Provincial Legislation listed therein.
19. Perform other related duties as required.

Qualifications:

• Successful completion of Secondary School (Grade XII) Education.
• Over two and one-half (2½) years up to and including five (5) years secretarial experience in a Legal Office setting (e.g. Municipal or Private Law Office).
• Familiarity with the documentation and procedures required at the Land Registry Office and Court House.
• Demonstrate ability in taking and transcribing dictation both by shorthand and mechanical recorder.
• Satisfactory keyboarding skills (60 words per minute).
• Demonstrate and proven ability related to computer software and administrative systems in a Windows environment (e.g. files maintenance, word processing, computerized spreadsheet applications, presentation software, information input and retrieval).
• Ability to demonstrate interpersonal skills in dealing with the public in a courteous and effective manner.
• Excellent use of English; verbally and in writing.
• French verbal and written skills an asset.
• Satisfactory health, attendance and former employment history.
• May require the use of a personal or CGS vehicle on CGS business. Must be physically capable of operating a vehicle safely, possess a valid driver's licence, have an acceptable driving record, and personal insurance coverage.

This job is also being posted as a development opportunity. Should there be no fully qualified candidate for this position, a candidate who can be expected to meet the required qualifications within a reasonable period of time may be considered for this position as a development opportunity.

Development opportunity range of pay: $27.19 to $31.56 per hour. The successful candidate will be paid at the reduced range until the minimum qualifications have been met.

If you are viewing this job posting through a website other than the City of Greater Sudbury's, please visit www.greatersudbury.ca/jobs to apply online.

We must receive your resume before 11:59 p.m. on Tuesday, February 27, 2024. For those providing a French language resume, please also include an English version.

1. Click on the Apply for Job button.
2. Follow the step by step application process.
3. Ensure you attached a cover letter and resume. Acceptable file types are:
   • .doc
   • .docx
   • .txt
   • .pdf
   • .rtf
4. Once completed, review your application and click on the Submit button.
5. Upon submission of your application, you will get a confirmation on the screen that your application has been successfully submitted. You will also receive an e-mail confirmation to the e-mail address on your profile.

All applicants are thanked for their interest in this position. Only those selected for an interview will be contacted. If contacted, and you require a disability related accommodation in order to participate in the recruitment process you must advise the Hiring Manager.

Live outside Canada or new to Canada?
The City of Greater Sudbury is dedicated to maintaining a fair, inclusive, and equitable work environment and our City welcomes qualified applicants from anywhere. To learn more about working in Canada, visit this webpage: Applicants Living Outside of Canada (greatersudbury.ca)

Contact Us:
For technical difficulties, issues, questions or accommodations with an application made online email myJOBS@greatersudbury.ca