Legal Assistant, Litigation Services (Contract)

Law Society of Ontario; Toronto; Hybrid; CAD 55,000 - 75,000; Full time

Benefits offered by this job

Defined contribution pension

Health and dental benefits

EFAP

Professional learning & development

Osgoode Hall workspace

Job summary

The Law Society of Ontario is seeking a Legal Assistant, Litigation Services (Contract) to support the department, manage case files, prepare hearing materials, and coordinate with tribunals and courts in Toronto.

This role requires at least 5 years as a law clerk or legal assistant, strong knowledge of civil procedure, and proficiency with MS Office and case management systems. It offers a collaborative workplace at Osgoode Hall with pension, benefits, and professional development opportunities.

Qualifications

• Requires completion of a 2-year college program in Law Clerk or Paralegal diploma or related discipline.
• Requires either Law Clerk Certificate and membership in the Institute of Law Clerks of Ontario, a Paralegal license, or a license with the Law Society, or equivalent experience (at least 5 years of significant and directly relevant experience).
• Requires a minimum of 5 years’ experience as a law clerk or legal assistant in a law practice, government, and/or regulatory environment (preferably litigation).
• Professional Knowledge: solid knowledge of law office, court, and tribunal practices and procedures; drafting, preparation and handling of legal documents.
• Working knowledge of the Rules of Civil Procedure and/or Rules of Practice for an Administrative Tribunal.
• Knowledge of CanLII and legal procedures in real estate, estates, and family law.
• Technical Skills: MS Office, case management systems, Adobe Acrobat DC, ShareFile, SharePoint.

Responsibilities

• Assists with procedural, legal, and administrative requirements for Tribunal and Court applications, including file management and document preparation.
• Prepares and files materials for hearings, motions, and appeals in compliance with Rules of Practice and Civil Procedure.
• Prepares affidavits, charts, correspondence, memoranda, and organizes books of authorities and hearing briefs.
• Coordinates service of materials to parties and maintains case management system data.
• Maintains and orders office supplies; supports efficient operation of office equipment.

Skills

Legal terminology

Case management

Microsoft Office

Communication skills

Attention to detail

French (asset)

Education

2-year college program in Law Clerk or Paralegal diploma

Law Clerk Certificate / Paralegal license / Law Society license

Tools

Adobe Acrobat DC

ShareFile

SharePoint

CanLII research

Job description

Legal Assistant, Litigation Services (Contract)

University Ave, Toronto, ON, Canada

Job Description

Overview

At Law Society of Ontario we believe in the importance of a collaborative and supportive work environmentthat provides high quality andprofessional service to the public, lawyers and paralegals, and other stakeholders.

We are always on the lookout for exceptional individuals who are ready to make a meaningful impact, innovate and grow with us. Our offering:

• We value each member of our team and invest in your professional learning and development.
• We provide access to the resources needed to support professional growth, mental health and well-being is a priority.
• Our competitive compensation package includes a defined contribution pension plan, health and dental benefits plan and a robust Employee and Family Assistance Plan (EFAP).
• Our progressive employment policies, high levels of employeeengagement and the impressive architecture and beautiful grounds of the historic Osgoode Hall, there are many reasons to work at the Law Society.

We hope you will consider joining the Law Society!

Job Purpose

Provides legal administrative support to the department, including the Director, Senior Manager, Senior Team of Litigators and Discipline Litigators. Plans, organizes, and coordinates practices and procedures support, ensuring ongoing case management while meeting competing deadlines relating to the internal complaints process and regulatory and/or court proceedings. Prepares hearing documentation for Tribunal and court proceedings, providing para-professional, organizational, and technical support while maintaining strict confidentiality.

Qualifications

• Requires completion of a 2-year college program in Law Clerk or Paralegal diploma or a related discipline.
• Requires either Law Clerk Certificate and membership in the Institute of Law Clerks of Ontario, a Paralegal license, or a license with the Law Society, or equivalent experience (at least 5 years of significant and directly relevant experience).
• Requires a minimum of 5 years’ experience as a law clerk or legal assistant in a law practice, government, and/or regulatory environment (preferably litigation).
• Professional Knowledge:
• Solid knowledge of law office, court, and/or tribunal practices and procedures is essential, including legal terminology; the drafting, preparation and handling of legal correspondence and documents (affidavits, legal correspondence, etc.)
• Working knowledge of the Rules of Civil Procedure and/or the applicable Rules of Practice for an Administrative Tribunal.
• Knowledge of the Law Society’s organizational structure, services, mandate, rules, and regulations is an advantage or willingness to learn.
• Knowledge of current trends and developments in the legal profession.
• Knowledge of legal procedures and substantive areas of law (e.g., real estate, estates, and family law.)
• Written and verbal skills in French would be an asset.
• Technical Skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
  • Case management systems and software such as Adobe Acrobat DC, ShareFile, SharePoint.
  • Experience locating legal cases on CanLII.
  • Conducting internet directory searches, and research on a variety of legal and internet searches.
• Analytical and problem-solving skills
• Relationship Management
• Interpersonal, oral, and written communication, and presentation skills
• Organizational and multitasking skills with attention to detail
• Project coordination, prioritization, and time management skills
• The ability to work independently and as a team member in a fast-paced environment while balancing competing priorities and deadlines.
• Excellent attention to detail and proofreading skills.

Key Accountabilities

Case Management and Legal Document Handling:

• Assists and ensures procedural, legal, and administrative requirements are met with respect to applications before the Tribunal and Courts, including file management, document preparation, correspondence, service of documents, and liaising with witnesses.
• Prepares and files materials for hearings, motions, and appeals with the Tribunal Office and Courts, ensuring compliance with the Law Society’s Rules of Practice and Procedure and the Rules of Civil Procedure.
• Prepares affidavits, charts, correspondence, and memoranda, and organizes legal materials, including books of authorities, document books, facta, exhibits, and hearing briefs for the Discipline Litigator’s review.
• Coordinates the service of materials to relevant parties through process servers, and emails, ensures accurate and timely maintenance of the case management system.
• Orders transcripts from court reporters and court offices.
• Contacts court offices to obtain documents or information concerning ongoing investigations, regulatory proceedings and/or appeals from regulatory proceedings, as required.
• Redacts confidential information from documents for filing at hearing.
• Reviews reports to ensure the case management system is up to date.
• Reviews investigation documents for disclosure, organizes, finalize and redact documents for Discipline Litigator’s review.

Client Service, Scheduling, and Hearing Coordination:

• Maintains and monitors calendars of case related deadlines for Discipline Litigators.
• Monitors deadlines and due dates for case preparation.
• Interacts with staff, licensees, applicants, witnesses and complainants regarding sensitive, privileged and/or high-profile matters.
• Responds to queries while meeting customer service standards.
• Assists Discipline Litigators with witness interviews, including notetaking, and collecting documentation.
• Prepares summonses to witnesses, coordinates with witnesses regarding availability, and arranges travel or virtual hearing appearances.
• Scheduling of appointments and meetings, ensuring room setup, required documentation, attendee availability, and interpreter services.
• May be required to testify at regulatory proceedings, including undergoing cross-examination by defense counsel.
• Maintains and orders office supplies for assigned work area.
• Ensures the efficient operation of all office equipment.
• Prepares expense reports, cheque requisitions, and processes invoices for payment.

Team Collaboration and Process Improvement:

• Engages in problem-solving with other team members to continuously improve workflow and departmental effectiveness.
• Identifies and addresses gaps in work processes, making recommendations for workflow and efficiency improvements to optimize both individual and departmental performance.
• Promotes the sharing and transfer of knowledge and expertise amongst other team members.
• Assists staff in using computerized support systems effectively to enhance productivity.
• Monitors legal topics and file management trends, forwarding relevant issues to staff to support policy development and process improvements.
• Supports departmental projects and initiatives aimed at enhancing operational efficiency.

The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [e-mail] or call 416-947-3475.

The Law Society of Ontario does not use Artificial Intelligence (AI) tools to screen, assess, or select applicants during the hiring process at present.

This posting is for an existing vacancy.