Legal Administrative / Legal Disclosure Assistant

The Children's Aid Society of the District of Thunder Bay; Northwestern Ontario; On-site; CAD 60,000 - 80,000; Full time

Job summary

A local child welfare agency in Northwestern Ontario is seeking a Legal Administrative / Legal Disclosure Assistant to provide administrative support for legal services. The role involves preparing court documents, ensuring timely filing, and maintaining communication with legal counsel. Ideal candidates will have a law clerk program completion and strong Microsoft Office skills. Applications are due by September 16th, 2025.

Qualifications

• Intermediate skill levels in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Ability to work in a fast-paced environment with multiple deadlines.
• Reliable vehicle and valid G Driver’s Licence.

Responsibilities

• Prepare court documents for filing.
• Serve pleadings and prepare legal correspondence.
• Ensure timely completion of legal documents.

Skills

Microsoft Office skills

Attention to detail

Organizational skills

Communication skills

Education

Completion of law clerk program

Job description

Reporting to the Manager of Legal Services or designate, the Legal Administrative / Legal Disclosure Assistant performs administrative functions for in-house counsel and the department, as well as preparing legal documents as assigned. The Legal Administrative / Legal Disclosure Assistant shares a caseload with their counterpart and provides support to Legal Counsel for the completion of legal documentation required for legal proceedings under the Child, Youth and Family Services Act, 2017, (CYFSA). This position performs a wide range of legal and administrative activities to support and facilitate effective and efficient legal services. This includes overseeing and assisting with the preparation of various types of legal documentation including but not limited to: Child Protection Applications, Notices of Motion, Motion Forms, Affidavits, Status Review Applications, Plans of Care, Affidavits of Service, Settlement Conference Briefs, Statements of Agreed Facts, Information’s and Warrants to Apprehend, Trial Records, Answers to Openness Applications, and Court Orders.

The Legal Administrative / Legal Disclosure Assistant ensures the timely completion of legal documents and ensures they are issued, served and filed on time. The Legal Administrative / Legal Disclosure Assistant prepares and distributes correspondence to other legal counsel and self-represented parties and has regular contact and communication with the Court and court staff.

Responsibilities

• Prepare court documents for filing before the court.
• Serve or arrange for service of all pleadings.
• Diarize all court dates / adjournments; Bring Forward system to prompt staff.
• Prepare legal correspondence / notifications.
• Attend Legal meetings as required.
• Ensure all disclosure requests are documented appropriately in the CPIN database.
• Travel to the district as required.
• Prepare disclosure packages according to Agency policies and procedures, adhering to Part VIII (Adoption Disclosure) and X (Privacy and Access) of the Child, Youth and Family Services Act, 2017, (CYFSA).
• Coordinate with service recipients, legal personnel, and third-party requestors regarding their requests for information.

Position Requirements

• Completion of law clerk program or equivalent combination of education and experience in legal support, legal services, law office, records management, or administrative services.
• Candidates with other academic qualifications and related work experience, plus demonstrated ability, will be considered.
• Intermediate skill levels and experience in Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Accurate and fast word processing skills.
• Attention to detail.
• Demonstrated ability to work in a challenging, fast paced work environment with multiple and changing deadlines: organizational, coordination and time management skills to determine priorities, meet timelines and manage several assignments simultaneously.
• Excellent communication skills including strong interpersonal, written, and verbal skills.
• Ability to relate and interact with agency legal service providers, co-workers, and community collaterals in a courteous and purposeful manner.
• Ability to assess workflow and administrative functions and to suggest improvements to improve efficiency, manage data and develop effective systems.
• Use of sound judgment and tact to address a range of issues and to problem-solve.
• Ability to work independently, or as part of a team.
• Contribute to a culture of diversity, equity, and inclusion with a commitment to the elimination of disparity and disproportionality in service outcomes.
• Reliable vehicle, safe driving record and valid G Driver’s Licence.
• Upon offer of employment, submission of a Current Criminal Records Check, deemed satisfactory to the employer.

APPLICATION INFORMATION – Applications Received to 5:00 pm on September 16th, 2025.