Judicial Assistant

Fonction publique de l'Ontario; Oshawa; On-site; CAD 59,000 - 68,000; Full time

Job summary

The Ontario Public Service, Ministry of the Attorney General, seeks a Judicial Assistant to support the Superior Court of Justice. You will transcribe, proofread, and compose legal documents, manage Justices' calendars, arrange travel, and handle filings.

You bring accuracy, strong communication, and knowledge of legal office procedures. This role offers a fast-paced, professional environment with opportunities to contribute to courtroom administration.

Qualifications

• Typing to 50 words per minute.
• Knowledge of legal office and court administrative policies and procedures.
• Ability to transcribe from audio or handwritten notes with spelling accuracy.
• Understanding of financial processes for purchasing, invoices and expenses.

Responsibilities

• Transcribe, type and proofread correspondence, judgments and legal documents from audio and handwritten drafts.
• Compose correspondence in response to inquiries from the legal profession, the public, government and agencies.
• Manage Justices' electronic calendars and schedules.
• Set appointments and arrange travel for Judges.
• Maintain judicial libraries and 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.

Skills

typing 50 wpm

oral & written communication

Tools

Word

Outlook

Excel

PowerPoint

Quicklaw

Job description

$28.14 - $32.82 Per hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.

2 Temporary (up to 12 and 5.5 months with possible extension)

Job code: 09OAD - Office Administration 09

Bring your talents in oral and written communication skills to the Ministry of the Attorney General to provide Judicial Assistant support services to the Superior Court of Justice.

About the job

In this role you will:

• 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

What you bring to the team

Mandatory requirements

You have:

• typing skills to 50 words per minute

Legal assistant and administrative knowledge

You have knowledge of:

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

Communication and interpersonal skills:

• You are able to prepare reports, draft minutes and compose correspondence in response to requests for information
• You can use your attention to detail to edit and proofread documents for spelling and grammar errors
• You are able to 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:

• You have the ability to recognize urgencies and realign priorities in response to deadlines and in a fast paced work environment
• You are able to respond to issues and redirect calls by selecting appropriate referrals (e.g. lawyer, police, legal aid)
• You have the ability to determine the appropriate administrative procedures and processes when typing legal documents, handling correspondence and maintaining filing systems
• You have 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:

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

Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialised individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

What we offer

We offer a unique opportunity to make a real difference in people's lives, working both in and out of the courtroom.

You will be joining a team of more than 3,000 frontline staff members and managers across the province, committed to professionalism, collaboration and innovation.

You will enjoy a friendly and cooperative work environment, career growth opportunities, and on-the-job training.

The Ontario Public Service is one of Ontario's largest employers. Employees work for a wide range of ministries, with offices in more than 70 cities across the province. We offer:

• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• a modern, friendly and accessible physical work environment
• many employee networks offering support for and education about underrepresented groups

Our comprehensive compensation and benefits package differs for permanent and temporary positions but could include:

• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• an Employee and Family Assistance Program, which provides confidential counselling services

Additional information:

• 1 English Temporary, duration up to 12 months, 150 Bond St E, Oshawa, Central Region, Criminal Record and Judicial Matters Check
• 1 English Temporary, duration up to 5.5 months, 150 Bond St E, Oshawa, Central Region, Criminal Record and Judicial Matters Check
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.

Language requirements and assessment: All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.