Law Society of Ontario

  • Records Clerk, Trustee Services - Litigation Services, Professional Regulation

    Job Location CA-ON-Toronto
    Job ID
    2018-1651
    # Positions
    1
    Job Type
    Full Time
    Years of Experience
    2
    Term
    Permanent
  • OVERVIEW

    JOB PURPOSE:       

     

    The Records Clerk supports the records management activities of the Trustee Services Department within Litigation Services, including document processing, handling internal and external customer needs, coordination of storage and cataloguing of client files including the creation and management of related electronic databases.

     

    QUALIFICATIONS REQUIRED:

     

    • A college diploma with courses related to legal administration or equivalent training and/or experience.
    • Experience managing electronic records preferred.
    • 2 years of previous office experience, preferably in a general law office, with exposure to a fast-paced and team-oriented work environment. 
    • May be required to travel to attend at Licensees’ premises, storage facilities or other sites, as directed. 
    • May also be called upon to run errands, deliver documents, or attend conferences and training courses.
    • Knowledge of, or willingness to learn, regulatory division practices and procedures.
    • Solid knowledge of office practices, and legal terminology.
    • Proficiency in word processing, spreadsheet and database applications, Internet and Intranet.
    • Strong typing skills, with the ability to type 45-50 error free words per minute.
    • Clear, concise and articulate communication skills to effectively respond to and transmit information to team members.

    KEY ACCOUNTABILITIES

    Client / Customer Service Delivery

     

    • Provides general support related to the prioritization and processing of files including such requirements as photocopying, faxing, scanning, screening and drafting routine correspondence, memoranda, and reports. 
    • Maintains and insures the integrity of the inventory database for documents recovered and stored by Trustee Services. 
    • Answers routine inquiries and completes telephone follow up and serves as principal point of contact for external storage suppliers and parties requesting stored records.
    • Catalogues large volumes of client files, wills and other client property recovered from the professional businesses of licensees so as to preserve integrity of information and ensure that it may be readily accessed.
    • Maintains electronic and paper files in accordance with established protocols.
    • May be required to attend at offsite locations to assist Trustee Services staff in carrying out statutory mandate in relation to licensees’ professional businesses. 

    Team Membership

     

    • Works closely with other members of the Trustee Services team to ensure effective utilization of division resources. 
    • Follows specific instructions and established procedures. 
    • Engages in problem solving with other team members to continuously improve workflows and departmental effectiveness.

    Special Projects and Initiatives

     

    • Assists Trustee Services staff in the effective use of computerized support systems. 
    • May undertake special projects as assigned from time to time.

    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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