Job ID #32079: Legal Assistant

cityofhamilton; Hamilton; On-site; CAD 52,000 - 68,000; Full time

Job summary

City of Hamilton is seeking a Legal Assistant to provide confidential secretarial and administrative support within a busy Legal Services division. You will draft and proofread correspondence, prepare legal documents, and manage deadlines and file systems with discretion.

You will support lawyers and law clerks, coordinate meetings, travel, and onboarding of materials, while upholding Health & Safety policies and department procedures.

Qualifications

• Diploma in Legal Secretarial course or equivalent education.
• Experience in a legal environment is required.
• Ability to review and look up legislation and statutes.
• Strong professional communication with staff, clients and professionals.
• Excellent time management and organizational skills.
• Proficient in Microsoft Office and legal software tools.

Responsibilities

• Provide confidential secretarial and administrative support to management and lawyers.
• Prepare, draft and proofread correspondence and reports.Draft replies on non-routine matters for signature.
• Prepare legal documents and forms including briefs and simple templates.
• Maintain file systems, deadlines and disposition of records per retention rules.
• Take minutes, perform transcription, and coordinate meetings and travel.
• Handle invoices, cheque requisitions and routine accounting tasks.

Skills

Legal secretarial practices

Legal environment experience

Legislation review

Professional communication

Time management

Microsoft Office suite

Education

Diploma in Legal Secretarial course or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

LegalCM

OnCorp

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason

• Job ID #32079: Legal Assistant


• Union: Non-Union


• Job Description ID #: 1958


• Close date: by 4:00 p.m. on September 9, 2026


• Vacancy type: This posting is for an existing vacancy

SUMMARY OF DUTIES

Reporting to the Manager, Legal Services, provides a comprehensive range of confidential secretarial and administrative support services affecting the operations of the Division. Maintains confidentiality required at law and by the Law Society of Ontario.

GENERAL DUTIES

Provides support to management team, lawyers, law clerks in a diverse law office setting.

Prepares, composes and proof reads correspondence and reports on a variety of confidential and routine matters. Drafts replies on non-routine matters for consideration and signature. Facilitates execution of agreements.

Prepares various legal documents and forms including briefs, simple agreements using a template and conduct corporate searches.

Maintains a “tickler system” and ensures matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures followed.

Maintains assigned portion of departmental file system by opening, closing and making arrangements for disposition (destruction based on retention period) and off-site storage.

Takes minutes of meetings. Performs transcription as required.

Schedules and arranges meetings including preparation and distribution of agendas and other materials, booking meeting rooms, arranging set up of presentation equipment and food/beverages as required, and informing participants of same. Co-ordinate and arrange all travel, conference and course arrangements, and follows up as appropriate.

Inputs and retrieves data and generates reports from computer based information systems (i.e. LegalCM, OnCorp, employee training history and outside counsel invoices).

Sorts and distributes incoming and outgoing communications including correspondence and facsimile ensuring urgent matters are suitably expedited. Arranges courier pick up and delivery for packages.

Responsible for ensuring customer services function for the division including answering phones, responding to inquiries, receiving and announcing visitors.

Ensures timely processing of cheque requisitions, expense claims and prepares invoices for payment.

Responds to inquiries and liaises with other departments, government agencies, outside agencies, legal professionals, consultants, Council members and the public.

Assists other Legal Assistants with overflow work.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.

Qualifications:

1. Proven knowledge of legal assistant practices and procedures normally acquired by attaining a diploma in a Legal Secretarial course or an equivalent combination of education and work related experience.


2. Previous experience working in a legal environment.


3. Ability to review and look up various legislation.


4. Ability and willingness to work congenially with multiple lawyers and law clerks and to become familiar with their practices.


5. Ability and willingness to assist with special projects as required advancing the goals and objectives of the Division.


6. Ability to communicate in a professional manner with staff, clients and legal professionals.


7. Strong time management, multi-tasking and organizational skills.


8. A team player with excellent interpersonal skills.


9. Ability to work independently by following instructions with minimal supervision, taking initiative and meeting tight deadlines.


10. Proficient in a computerized environment (i.e. Microsoft Outlook, Word, Excel and PowerPoint). Create and maintain tracking systems for training, invoices, off-site closed file storage and attendance. Demonstrated knowledge and ability to troubleshoot office equipment and act as department lead for IT related matters (i.e. webcasts, desktops, laptops, printers, projectors and fax).


11. Demonstrated ability to communicate effectively both verbally and in writing.


12. Working knowledge of general accounting principles in order to monitor accounts, maintain routine financial records and calculate invoices.


13. Ability to use general office equipment including telephone, dictaphone, transcription machine, printer, scanner, facsimile, calculator, binding machine and shredder.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy.Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

Terms:

The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes.Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.