Legal Aid Alberta is seeking to fill a permanent full-time Certificate Standards & Compliance Administrative Assistant in our Calgary office. The successful candidate will be required to work in office, 3 days per week with occasional travel to the Edmonton head office occasionally. This position will appeal to an individual that likes to take initiative, is client focused and is exceptionally strong in delivering high-quality results.
Who We Are
As a publicly funded, non-profit organization, Legal Aid Alberta provides affordable legal services in family law, domestic violence, child welfare, immigration, and youth and adult criminal defense. We are Alberta-wide, with 300 staff and 1,200 private practice lawyers helping people overcome their legal challenges in more than 75 communities across the province.
Who You Are
Working at Legal Aid Alberta means you care about people and empathize with their situation. You have excellent communication skills especially in tough situations. You are a self starter, capable of working independently with minimal supervision. You demonstrate strong initiative, and you’re always up for a challenge. You love learning new things, solving problems, and can adapt to change quickly. You care deeply about the success of our team and our organization.
Job Description

Reporting to the Managing Director, Certificate Standards & Compliance, some of the key responsibilities include:

• Maintain and monitor Compliance and Quality of Service List of active files in SharePoint site, ensuring that files are properly closed and all data inputted by lawyer at time of closing
• Creating new file folder and proper subfiles for each new file opened
• Manage and keep up to date the Lawyer Quality Management (LQM) Folder, to include labelling each document with correct nomenclature, uploading documents and working materials from lawyer and auditor into lawyer folder
• Follow file closing processes and procedures at time of closing matter in Lists and LQM
• First Draft of Quality-of-Service letters for review, edit and signature by lawyers (using predetermined templates)
• Diarization of responses to first letter, other letters and next steps, as instructed by lawyers and auditor in Master Calendar and bring forward daily
• Manage Standards and Compliance email box, send out letters, and manage receipt of emails, notifying correct team member, uploading to Lawyer Quality Management Folder into correct lawyer file with correct nomenclature, sending out acknowledgements and responses as instructed.
• Order information and endorsements upload and note receipt on spreadsheet, managing large volumes of same for audit purposes.
• Perform King’s Bench Searches on Family Matters, order procedure records and copies of court documents
• Schedule meetings, prepare agendas, record and distribute minutes.
• Type client interviews performed by Investigator, recorded in Teams into required format for Investigator
• Assist auditor in volume preparation and email out of audit letters for trend audits, manage lawyer responses, document management.

Qualifications (Can Edit as Needed)

EDUCATION AND EXPERIENCE:

• Post-secondary certificate or diploma in administration is considered an asset.
• 1 to 2 years administrative experience in a law firm.
• Combination of Education and Experience may be considered.

KNOWLEDGE AND SKILLS:

Knowledge

• Excellent interpersonal skills to effectively communicate with complex clients.
• Computer literacy, including MS Office (Word, Excel, PowerPoint and Outlook) and Legal Files.
• Experience in accurately maintaining a database.
• Experience using various office equipment (printer, copier, fax etc.).
• Knowledge of legal support processes is an asset.

Skills

• Demonstrated time management and ability to deal with conflicting priorities and deadlines.
• Excellent written and verbal communication skills.
• Demonstrated commitment to continuous improvement.

What We Offer

Perks of working with us

• Competitive wage
• RRSP employer contribution
• Health and dental benefits
• Health and wellness accounts
• Employee assistance program
• Hybrid work opportunities
• Team environment
• Work Life Balance

How to Apply
If you got excited at the prospect of being a part of our team when you reviewed this posting and you meet the minimum qualifications, please select ‘Apply Now’ to create your candidate profile. This competition will remain open until a suitable candidate is found. Only those selected for an interview will be contacted.
Requirements
Successful candidate will be required to provide an acceptable criminal record check

• Maintain and monitor Compliance and Quality of Service List of active files in SharePoint site, ensuring that files are properly closed and all data inputted by lawyer at time of closing
• Creating new file folder and proper subfiles for each new file opened
• Manage and keep up to date the Lawyer Quality Management (LQM) Folder, to include labelling each document with correct nomenclature, uploading documents and working materials from lawyer and auditor into lawyer folder
• Follow file closing processes and procedures at time of closing matter in Lists and LQM
• First Draft of Quality-of-Service letters for review, edit and signature by lawyers (using predetermined templates)
• Diarization of responses to first letter, other letters and next steps, as instructed by lawyers and auditor in Master Calendar and bring forward daily
• Manage Standards and Compliance email box, send out letters, and manage receipt of emails, notifying correct team member, uploading to Lawyer Quality Management Folder into correct lawyer file with correct nomenclature, sending out acknowledgements and responses as instructed.
• Order information and endorsements upload and note receipt on spreadsheet, managing large volumes of same for audit purposes.
• Perform King’s Bench Searches on Family Matters, order procedure records and copies of court documents
• Schedule meetings, prepare agendas, record and distribute minutes.
• Type client interviews performed by Investigator, recorded in Teams into required format for Investigator
• Assist auditor in volume preparation and email out of audit letters for trend audits, manage lawyer responses, document management