Law Society of Ontario

  • Administrative Coordinator (Bilingual), Membership Services, Client Service Centre, Corporate Services - 1 year contract/secondment

    Job Location CA-ON-Toronto
    Job ID
    2018-1558
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    1
    Term
    1 year contract/secondment
  • OVERVIEW

    JOB PURPOSE:

     

    The Administrative Coordinator (Bilingual) is responsible for providing service to licensees/non-members related to Membership Services processes, and for providing administrative support to the Manager, Assistant Manager, Team Leader and members of the Membership Services team to ensure timely completion of projects or tasks. The Administrative Coordinator tracks and delegates department work and supports workflow of correspondence, service requests and projects in the department effectively in English and French.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma in Administration with Legal secretarial specialization, or equivalent education or training.
    • Minimum of 1 to 3 years customer service experience in a fast‑paced, front line service environment.
    • Legal secretarial and / or Law Society experience is a definite asset.
    • Knowledge of Membership Services practices and procedures.
    • Proficiency in Word document, Excel spreadsheet and various database applications including AS400, Inspector, IRIS, Access, internet and intranet.
    • Strong typing skills, with the ability to type 60 error free words per minute.
    • Clear, concise and articulate communication skills to effectively respond to inquiries and share information with licensees/non-members and the Membership Services and CSC teams.
    • The position is a designated bilingual position therefore the successful candidate must have the ability to write and speak clearly and effectively in French and English.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Responds to general and specific inquiries to the Membership Services department with respect to the various Membership Services processes. 
    • Responsible for work delegation and assists in updating and maintaining the department’s training manual as well as department drive folders. 
    • The Administrative Coordinator is responsible to provide administrative support to the Manager, Assistant Manager, Team Leader and Membership Services team where there are departmental projects or tasks that need to be completed.
    • Provides support for department queue(s) and ensures timely completion of all administrative tasks including preparing letter/documents. 
    • Other duties include regular scanning of documents into the system, compiling information printed by staff working from home and submitting it for verification, monitoring and delegating daily work to the MSRs including e-mails, faxes, portal requests and information received by telephone. 

    Financial Responsibility

     

    • Maintains office equipment and supplies, and arranges for ordering of supplies and equipment as required.
    • Ensures the safe and efficient operation of office equipment. 
    • Tracks statistics and runs tracking / audit reports for management and reconciles department’s monthly financial reports.

    Team Membership

     

    • Provides a full range of secretarial and administrative support to the Membership Services team, including assigning mail, arranging department meetings, scheduling the monthly work at home schedule, preparation of documents and reports, date‑stamping and distributing incoming mail, faxing, photocopying and document scanning, and maintenance paper filing systems kept in the main office. 
    • Enters data into the AS400 system, and ensures the accuracy and integrity of the Membership Services database.

    COMPETENCIES

    Communication (designated bilingual job)

     

    • Expresses thoughts clearly and concisely in both verbal and / or written communications in both official languages.
    • Behaves in a manner which is discreet, confidential and sensitive to the personal and professional needs of others.
    • Resolves conflicts with others in a constructive and appropriate manner, remaining calm under difficult / stressful situations.

    Service Orientation

     

    • Acts appropriately, in a professional manner, exercising sound judgement, while demonstrating awareness and sensitivity to societal values and diversity  when dealing with clients.
    • Takes responsibility for commitments made to clients.

    Team Orientation

     

    • A supportive and cooperative team member, who goes out of his / her way to make a positive contribution.
    • Willingly shares knowledge and expertise with other members of the team.

    Quality of Work

     

    • Work is well organized and thorough.

     Quantity of Work

     

    • Completes assignments in a timely and efficient manner.

    Initiative and Resourcefulness

     

    • Makes suggestions for work flow and process improvements.

    Job Knowledge

     

    • Knows all the necessary elements of own job to a satisfactory level and has a solid working knowledge of other related jobs.

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