Legal Assistant jobs in United States

JOB PURPOSE

The Law Clerk, By-Law Administration Services is responsible for the timely delivery, review, approval and implementation of various forms, processes and applications required under Law Society by-laws for the general purpose of ensuring compliance with the Law Society’s legislative and policy requirements. The Law Clerk provides timely and knowledgeable responses to licensee inquiries by LSO Connects, telephone and/or email, supports the completion of various administrative suspension processes, processes requests for information about licensees and in some cases prepares submissions and recommendations to department management for review. As well, the Law Clerk assists in the development, user acceptance testing, and licensee support of the annual report filings and other technology developed for use by the department and licensees. The Law Clerk collaborates with various internal client groups to ensure the accuracy and integrity of demographic information contained in Ozzie.

QUALIFICATIONS

• Minimum of a university degree or college diploma, or equivalent, plus a Law Clerk’s certificate and membership with the Institute of Law Clerks of Ontario or a license with the Law Society.
• Minimum of 4 years of client service experience in a high-volume client service environment or a legal or regulatory environment including knowledge of ADR concepts and processes.
• Commitment to delivering superior client service.
• Solid understanding of the Law Society, including organizational structure, services, mandate, bylaws, rules and regulations.
• Clear, concise and articulate communication skills to effectively respond to licensees’ and customers’ inquiries and requests.
• Ability to reason through complex written and spoken information.
• Proficiency in word processing (including MS Word), spreadsheets (including MS Excel), databases, email, and SharePoint.

Client Service Delivery

• Provides timely and accurate responses to inquiries from licensees regarding the collection, organization and recording of By-Law Administration Services related material, including annual filings, practice disposition information, and various applications.
• Provides client service in the areas of applications from licensees (including exemptions, surrenders, and Professional Corporations), licensee annual report development and implementation, administrative suspensions, and other processes in By-Law Administration Services.
• Provides input and assists in the development of new processes as may be required by changes in our by-laws.
• Identifies efficiencies and burden reduction ideas for consideration by management.
• Drafts memos for review by Counsel, relating to a licensee’s failure to respond to requests for practice disposition information and relating to annual report questions giving rise to regulatory concerns.
• Responds to telephone or written inquiries and processes related requests.
• Reviews and updates Ozzie, as required. Collaborates with external and internal stakeholders in securing additional information, coordinating activities or transferring escalated matters or requests.
• Possibly appears as a witness in various proceedings.

Financial Responsibility

• Reviews payment documentation relating to the Professional Corporation processes by following departmental procedures and communicating with staff in the Finance and Membership Services departments.

Performance Goals, Targets and Standards

• Contributes to the development of, and strives to meet or exceed, individual service targets related to accuracy, timeliness and quality of service delivery.
• Maintains high standards of accuracy and completeness related to file documentation, including telephone conversation notes, correspondence, and supporting materials.
• Engages in continuous performance improvement of work processes, procedures and service opportunities within By-Law Administration Services to optimize both individual and team performance.
• Ensures the proper logging, tracking, and filing of forms, transactions, correspondence and other communications.

Team Membership

• Works closely with other By-Law Administration Services staff to exchange information, provide assistance and contribute knowledge in order to ensure accuracy, timeliness and quality in client service delivery. Demonstrates flexibility and commitment to the team to maximize resources and support co-workers during peak periods.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario is an equal opportunity employer that is committed to diversity and inclusion. We welcome applications from persons representing the diversity of our community. We are committed to creating an accessible, barrier-free and inclusive workplace and are committed to continuing 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.