Law Office Administrator

Job ID: 2835

Openings: 1

Jurisdiction: Out of Scope

Division: Office of the City Solicitor

Branch: Law Office Administration

Location Name: Regina, Saskatchewan, CA

Type of Posting: Internal & External

Employment Type: Permanent

Annual Salary: $65,545.00 - $87,432.00

Date Posted: April, 24, 2025

Closing Date: May 8, 2025

Land Acknowledgement
We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples.

Equity, Diversity & Inclusion
The City of Regina is an equal opportunities employer dedicated to fostering a respectful, collaborative, inclusive, and barrier-free workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates, including Indigenous peoples, people of color, 2SLGBTQIAP+ individuals of all genders, persons of disabilities, and members of equity-seeking communities, to apply.

The City of Regina is committed to ensuring accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent team and we'll collaborate with you to address your requirements.

Position Summary
This position provides administrative support to the City Solicitor by aligning schedules with the City Solicitor’s priorities and performing office administration duties. They also manage a comprehensive office administration system for the Legal office. This role requires a high degree of confidentiality due to regular access to sensitive materials related to business, commercial, community, labour relations, negotiations, financial and personnel matters, as well as confidential managerial information exchanged between City administration, City Council, community stakeholders, all levels of government, and other agencies.

Key Duties & Responsibilities

1. Develop solutions for demanding timelines and conflicting schedules; coordinate meeting and appointment schedules.
2. Full calendar management, making decisions based on understanding of the priorities of the City Solicitor.
3. Undertake research to collect, assemble, and provide information packages for the City Solicitor, committees, and groups—files, reports, correspondence, and background materials.
4. Provide logistical support—confirm meeting space, prepare agendas, assemble materials, and ensure notices and information packages are distributed.
5. Coordinate the flow of information for departmental meetings and materials.
6. Compose legal documents and bylaws.
7. Review loose-leaf and online subscriptions to maintain the internal law library.
8. Build and maintain relationships between and across business departments and external organizations.
9. Prepare and assemble necessary background material and files; attend meetings to take notes and prepare follow-up correspondence.
10. Manage records of ongoing legal activities; perform accounting functions such as forecasting and variance management of the office’s budget.
11. Coordinate the development of the department budget and provide support and direction to branch managers.
12. Coordinate the department’s long-term and operational Information Technology requirements.
13. Supervise and coordinate the activities of additional support staff.
14. Ensure adherence to collective agreements and support leadership functions including coaching and performance management.

Key Qualifications

1. Knowledge of office management, municipal government protocols, policies and procedures.
2. Technical knowledge of court procedures, legal terminology, legal documents, and statutory limitations.
3. Knowledge of business English and accounting functions.
4. Strong interpersonal and communication skills, with the ability to field and manage challenging interactions.
5. Experience working collaboratively with internal teams and external stakeholders.
6. Ability to exercise sound judgment, prioritize effectively, and align activities with corporate goals.
7. Proven ability to compose correspondence, reports, and technical documents from general instruction.
8. Experience supervising and coaching staff, including oversight of workflow and performance.
9. Ability to maintain strict confidentiality and handle sensitive information appropriately.
10. Proficiency in computer applications including word processing, spreadsheets, and office administration systems.

Working/Other Conditions
Work is performed primarily in an office setting within City facilities.

1. Requires high levels of visual, auditory, and concentration demands, particularly when recording, transcribing, and editing documents.
2. Frequent interruptions in workflow may impact concentration and time management.

Additional Requirements:

1. Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy.
2. Proof of education is required.
3. Additional assessments may be conducted to evaluate competencies, skills, and knowledge.

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you’re passionate about public service and making a difference, apply now!
For detailed job descriptions, CBAs, and application tips, visit our Applicant & Job Resources page.
Note: Only applications submitted via our online application system are accepted.