JOB PURPOSE:

Provides support through document processing, handling internal and external customer needs, and coordinating the storage, cataloguing, and continued access of law practice materials and property, including electronic documents and storage devices. Secures and maintains property and ensures accessibility in a manner that protects confidentiality. Creates and maintains electronic databases.

QUALIFICATIONS REQUIRED:

• Requires completion of a 2-year college program in Legal Administration or a related discipline.
• Education or training in library sciences, records archiving, electronic document and/or database management for record keeping would be an asset.
• Requires a minimum of 2 years of office experience in electronic and paper records management, preferably in a law office.
• A valid class “G” driver’s license would be an asset.
• Professional knowledge:
  • General office procedures and best practices concerning records management and document security.
  • Familiarity with records retention schedules.
• Technical skills:
  • Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
  • Legal or other records management systems.
  • Adobe Acrobat Pro and similar software used in the digitization of files, including scanning documents and processing scanned images using Adobe Acrobat Pro and other similar software.
  • Microsoft Dynamics, SharePoint and/or familiarity with cloud storage would be an asset.
  • Experience digitizing documents and managing digital files.
• Competencies:
  • Customer service skills.
  • Analytical and problem-solving skills.
  • Project coordination, prioritization, and time management skills.
  • Interpersonal, oral, and written communication, and presentation skills.
  • Organizational and multitasking skills with attention to detail.

Working Conditions/Travel

• Works at a computer desk in a hybrid arrangement at the office and at home.
• The role involves working in the backroom handling records and requires the ability to lift boxes or materials as part of physical records management.
• Travels periodically throughout Ontario to attend at Licensees’ premises, storage facilities or other sites, as directed to assist with practice recovery operations.

Special Projects and Initiatives

• Contributes to and participates in developing standardized practices, guidelines, and procedures for the receipt and general storage of property and information.
• Works with counterparts in the Professional Regulation Division to establish, monitor and continuously improve processes.
• May undertake assigned projects.

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.

If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at hr@lso.ca or call 416-947-3475. We appreciate all interest and will directly contact candidates under consideration.