BCM Coordinator

Legal Aid Ontario; Toronto; On-site; CAD 45,000 - 60,000; Full time

Job summary

Legal Aid Ontario is seeking an organised Administrative Assistant to provide support to the PCMO. The role includes triaging requests, maintaining worklists and mailboxes, and preparing materials for budget review and the Exceptions Committee.

You will handle transcripts, disbursements, data entry for statistics, and respond to inquiries from lawyers and LAO staff, contributing to efficient operations at the Toronto Provincial Office.

Qualifications

• Minimum college accreditation or an equivalent combination of training and experience.
• Knowledge of criminal law and access to justice is desirable.
• Experience with Legal Aid Services Act, regulations and tariffs is helpful.
• Advanced computer skills with Microsoft Office and data analysis.
• Ability to work in a team and support colleagues.
• Strong client service and interpersonal skills are essential.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to the PCMO and triage incoming requests.
• Maintain worklists, mailboxes, and prepare materials for budget review and the Exceptions Committee.
• Summarize budget requests and assist with transcript/disbursement reviews.
• Input data for statistics and assist with executive reporting.
• Respond to inquiries from lawyers and LAO staff and redirect as needed.
• Maintain case files and coordinate with Case Managers and Lawyers Managers.

Skills

Client service

Communication

Teamwork

Organizational skills

Attention to detail

Time management

Education

College accreditation or equivalent

Tools

PeopleSoft

MS Word

Excel

Access

PowerPoint

Outlook

Job description

Company Bio

Legal Aid Ontario employees are committed to making a difference in the lives of our clients.

As an integral partner in the Justice system, working at Legal Aid Ontario is more than just a job. It's an opportunity to help people who need it the most; to ensure each client receives the access to justice afforded to them under the law.

If you are looking for a new challenge in your already meaningful career with a team dedicated to justice, and innovation in a flexible and supportive work environment consider this opportunity below.

Primary function

This position is responsible for providing administrative support to PCMO. Key responsibilities include triaging incoming requests, applications, and correspondence; maintaining appropriate worklists and mailboxes; summarizing budget requests for review by Case Managers; reviewing transcript requests and disbursements; preparing materials for the Exceptions Committee; assigning Merit Assessments; and assisting with complex case rate applications. The position is also responsible for maintaining a statistical database, responding to and redirecting a wide range of inquiries, and handling matters or correspondence from lawyers and LAO staff.

Home Location: Toronto Provincial Office

Secondary Location: n/a

Reports to: Manager - Operations, PCMO

Key accountabilities

• Prepare BCM budget requests ensuring all necessary information is available for review by Case Managers or Lawyer Manager
• Summarize BCM form data for use by Case Managers or Lawyer Manager
• Send template and follow up letters to counsel on behalf of Case Managers Case Manager or Lawyer Manager in PCMO
• Provide administrative support including the collection and input of data for statistical analysis, spreadsheet maintenance, uploading correspondence/documents and assisting with executive reporting
• Respond to and re-direct correspondence, communications, inquiries to and from staff, as well as criminal defense counsel
• Create and maintain files for Big Cases including information for multiple co-accused and Exceptions Committee cases
• Schedule matters to go before the Exceptions Committee in collaboration with Case Managers, and support Lawyer Manager and Manager Operations
• Monitor the appropriate worklist for the assignment of Appellate Merit Assessments (AMA) to Case Managers
• Assist with applications for the complex case rates (CCR) and Exceptions Committee (EC)
• Process requests for disbursements and transcripts
• Assist LAO staff and stakeholders in regard to disbursements, transcript authorizations, policies and processes
• Assist in creating systems, training and processes (i.e. developing and maintaining policies, operation manuals, guides, forms and other tools supporting business processes)
• Maintain and triage all applicable worklists for PCMO to ensure that requests are dealt with expeditiously
• Maintain data and information on various transactions in database(s) to ensure that statistics are available for reporting. Provide support to departmental Business Analyst
• Field requests, inquiries and complaints in a courteous and professional manner
• Liaise with LAO District Offices and various LAO departments as required
• Other administrative duties as assigned

Required Skills & Experience

• Minimum college accreditation or a skills/experience equivalency acquired through previous administrative/clerical training or experience
• Knowledge of, and demonstrated interest in criminal law and access to justice
• Knowledge of the Legal Aid Services Act, regulations and tariffs
• Advanced computer skills (PeopleSoft, MS Word, Excel, Access, PowerPoint, Outlook, etc.) to generate correspondence, develop and format reports, analyze data, etc.
• Ability to work in a team environment, contribute, motivate and support team members
• Strong client service and interpersonal skills in order to effectively and efficiently respond to inquiries from internal and external sources; demonstrated commitment to client service and relationship building skills
• Strong communication and comprehension skills, both written and verbal
• Organizational skills, attention to detail, and ability to meet strict deadlines
• Administrative skills including assisting with the compilation and distribution of information relating to the policies and procedures
• Excellent time management skills and attention to detail

Organizational Competencies Expected

• Client Focus
• Adaptability and Flexibility
• Personal Motivation and Accountability
• Focus on Quality and Best Practice
• Problem Solving and Judgment
• Organizational Awareness
• Teamwork and Collaboration

This position is collectively represented by the Ontario Public Service Employees Union (OPSEU) and the successful incumbent will be governed by the provisions of a collective agreement and subject to union dues.

Final candidates for this position will be required to undergo a criminal record check.

Equity Statement

Building a diverse workforce that represents the communities we serve while promoting a safe culture and work environment that dismantles systemic barriers, welcomes fresh perspectives and embraces differences as a priority is a core value at LAO. LAO encourages applicants from equity-seeking groups, including but not limited to individuals who are First Nations, Inuit or Métis, Black and racialized, as well as persons with disabilities, women and members of the 2SLGBTQ+ community.

We recognize the value of equity, diversity and inclusion and are committed to addressing systemic barriers, and prioritizing, attracting and retaining diverse staff. All interested and eligible people will be considered, with due consideration to all protected grounds under the Ontario Human Rights Code.

Legal Aid Ontario values integrity, respect, responsiveness, excellence, independence, accountability, openness and consistency. Our recruitment process reflects our commitment to equity, diversity and inclusion. Accommodations are available throughout the recruitment process as well as during employment at LAO. Please direct any accommodation requests to our recruitment team.