Administrative Assistant, Floater (Legal Assistant) - 6 Month Limited Term

at  Law Society of Alberta

The Law Society of Alberta regulates the legal profession in the public interest by promoting and enforcing a high standard of professional and ethical conduct by Alberta lawyers.
We derive our authority from the Legal Profession Act of Alberta and set out standards through a Code of Conduct and the Rules of the Law Society of Alberta.
While we do not provide legal advice on specific cases, from our unique perspective as the regulator, we actively work with members of the justice system to improve the administration of justice for all Albertans.
By working as an Administrative Assistant, Floater you will have the opportunity to work and meet people from across various departments, by providing administrative support covering desks during short- and long-term absences.

The Administrative Assistant, Floater will support the following departments:

• Early Intervention: The Early Intervention department provides a mechanism for people to convey concerns about a lawyer; assesses information for regulatory risk; and triages matters to either the discipline process or the early intervention process to provide feedback and learning opportunities to lawyers.
• Custodianship: The Custodianship Department provides support to the Law Society and the public by taking over the management of a lawyer’s practice when necessary due to the suspension, retirement, death or illness of a member. On behalf of the Law Society, the Custodianship Department takes the steps necessary to appoint and discharge custodians, store and manage client files and ensure that clients’ interests are protected.

Success in this position requires excellent communication, organization, time management, interpersonal skills, and strong attention to detail. The work may be assigned on-site in a standard office environment, but travel to an offsite facility may be required which involves a combination of computer work and administrative tasks. While some assigned duties are sedentary, others involve standing; walking; bending and twisting; pushing and pulling of service carts; and floor-to-waist lifting of boxes up to 50 lbs.

KEY ACCOUNTABILITIES:

Depending on which department you are assigned, your day-to-day responsibilities may include the following:

• Provide administrative support to the assigned department.
• Organize and maintain files, filing systems, diarization systems, and databases.
• Produce scheduled and ad hoc reports.
• Develop and maintain professional working relationships with staff, other departments, and internal and external stakeholders.
• Prepare, distribute, track, and follow up on correspondence, including letters using appropriate templates.
• Organize incoming files, remove irrelevant material, and index.
• Answer telephone/email inquiries, responding professionally to internal and external stakeholders.
• Assist in the preparation and distribution of materials prepared by department staff, as required.
• Provide file management and organization services, including setting up and maintaining files, drafting and/or preparation of letters and documentation, including photocopying and/or scanning materials, conducting court searches and/or filings.
• Maintain paper/electronic filing systems, including performing follow-up maintenance, diarization, and recording/maintenance of all complaints on the relevant databases.
• Perform general office duties.
• Other duties as Assigned.

QUALIFICATIONS:

• Administrative Assistant or Legal Assistant diploma or a minimum of 3 years of relevant administrative experience.
• Proven ability to work independently and collaboratively within a strong team environment.
• High level of professionalism; excellent communication and interpersonal skills.
• Excellent time management skills, able to multi-task and prioritize.
• Strong analytical and organizational skills.
• Experience handling confidential and sensitive information.
• Possess strong research capabilities using internal and external resources.
• Strong writing and grammar skills with the ability to independently draft correspondence and other documents as required.
• Strong attention to detail and high degree of accuracy.
• Proven experience with creating documents and maintaining databases and filing systems.
• Excellent knowledge of relevant computer applications (Word, Outlook, Excel), customer relationship management systems, and web content management systems (SharePoint).
• Requirement to travel from time to time to an offsite storage facility.
• Ability to bend, twist, push, pull and occasional floor-to-waist lifting of up to 50lbs.

• Provide administrative support to the assigned department.
• Organize and maintain files, filing systems, diarization systems, and databases.
• Produce scheduled and ad hoc reports.
• Develop and maintain professional working relationships with staff, other departments, and internal and external stakeholders.
• Prepare, distribute, track, and follow up on correspondence, including letters using appropriate templates.
• Organize incoming files, remove irrelevant material, and index.
• Answer telephone/email inquiries, responding professionally to internal and external stakeholders.
• Assist in the preparation and distribution of materials prepared by department staff, as required.
• Provide file management and organization services, including setting up and maintaining files, drafting and/or preparation of letters and documentation, including photocopying and/or scanning materials, conducting court searches and/or filings.
• Maintain paper/electronic filing systems, including performing follow-up maintenance, diarization, and recording/maintenance of all complaints on the relevant databases.
• Perform general office duties.
• Other duties as Assigned