Law Society of Ontario

  • Records Clerk, Membership Services, Client Service Centre, Corporate Services - contract/secondment to June 29, 2018

    Job Location CA-ON-Toronto
    Job ID
    2018-1552
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    1
    Term
    Contract/secondment to June 29, 2018
  • OVERVIEW

    JOB PURPOSE 

     

    The Records Clerk is responsible for the day to day access, maintenance and security of the general licensee files, which are housed physically in the file room and the Licensee HUB.  Monitors member file access, dissemination and return, and ongoing electronic and physical file maintenance, as well as provision of assistance and support to the Membership Services Team with respect to mail, deliveries and member service requests.  The Records Clerk is responsible for supporting other Membership Services staff including MSR – Reception and the Administrative Coordinator.  The Records Clerk assists by attending the front reception desk to relieve the reception staff member for breaks, lunch hour and the closing period, which runs from 4:30 p.m. to 5 p.m. on a daily basis.   The Record Clerk serves in a backup role to assign and delegate Membership Services department work through SharePoint should the Administrative Coordinator be absent.  

     

    QUALIFICATIONS REQUIRED

     

    • A college diploma, with additional courses related to office and secretarial procedures.
    • 1 year of previous office experience, preferably in a customer service environment, law office, university or medical office environment.
    • Knowledge of office procedures and best practice with respect to file maintenance, management and security.
    • Proficiency in word processing WORD, spreadsheet EXCEL and database applications, AS400 , internet and intranet.
    • Knowledge of Microsoft SharePoint and fluency in French are assets.
    • Strong organizational skills related to planning, tracking and maintaining file systems in a high volume, highly confidential file management environment.
    • Clear, concise communication skills and approachable manner in order to receive and respond to requests from team members and Law Society staff, and members of the public.

     

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery 

     

    • On a regular and ongoing basis, maintains the Law Society’s general membership filing system, in compliance with security protocols and internal client service standards.
    • Enters member files into the general membership filing system, logging file contents, and tracking file location using both electronic (bar code scan) and manual systems.
    • Assists Law Society staff with file sign-out procedures, monitors file return deadlines, and follows up with staff regarding delinquent files.
    • Responds to straightforward inquiries from staff regarding file content, and ensures the physical security of member files at all times, refusing file access to non-staff members and unauthorized personnel.
    • In a supporting role while at the front reception desk, assists licensees and members of the public by welcoming them to the Law Society of Ontario and providing any information, which may aid them during their visit.
    • In a supporting role while backing up an absent Administrative Coordinator, assigns and delegates Membership Services daily work to Membership Services Representatives through the workflow system in Microsoft SharePoint. 

    Team Membership 

     

    • Provides a range of assistance and support to the Membership Services Team.
    • On a daily basis, picks-up, sorts and logs incoming mail, e-mail and courier deliveries, distributing to appropriate personnel in the Membership Services, Call Centre and Finance areas.
    • Assists Membership Services Representatives to respond to customer requests by fax-forwarding request-for-service forms and applications which are not accompanied by correspondence from the Membership and Complaints function. 
    • Supports Reception staff member with daily coverage at the front reception desk and Administrative Coordinator on an as needed basis.

     

    COMPETENCIES

    Service Orientation

     

    The requirement to maintain a high standard of commitment, ethics, respect, care in service delivery to clients (internal and/or external).

     

    Communication and Interpersonal Skills

     

    The requirement to structure and deliver effective verbal and written communication with clients, staff, licensees, the public, and others in a non-threatening and constructive way.

     

    Team Orientation

     

    The requirement to share responsibility for the achievement of team goals and the associated behaviours required for individuals to contribute effectively in a team environment.

     

    Continuous Improvement

     

    The requirement to demonstrate an attitude that consistently strives to improve a standard of excellence for one’s self and for the benefit of the organization, its licensees and stakeholders.

     

    Problem Solving and Judgement

     

    The requirement to identify and analyze problems, determine root causes, evaluate alternative solutions and take and/or recommend appropriate solutions.

     

    Technical Competence / Professional Knowledge

     

    The requirement to apply knowledge and skills to carry out the work and/or provide advice. This also includes the quality of advice given, as well as the requirement to make decisions in the best interests of the organization as a whole.

     

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