Office Administrator to the Executive Director / Law Clerk
This is approximately a 4-6 week position, could go longer.
Key Job Functions

Office Coordination:

• Maintains office equipment, supply inventory, procurement of supply and service contractors to provide services, capital purchases and repairs and general concerns related to the office environment.
• Oversees daily operations of the clinic including client scheduling for students.
• Creates and implements policy and procedures.
• Ensures professional obligations of the legal clinic and client practices are followed.
• Ensures clients and student confidentiality agreements are updated and best practices followed.
• Keep accurate and easily accessible records of all work in order to ensure organizational continuity.
• Participates in staff meetings, take minutes and maintains accurate records of same.
• Prepares and files Hiring Packages for summer student and IGNITE students. Updates orientation materials and prepares student area and computers for incoming students each academic term.
• Liaises with the Landlord to ensure mutual lease obligations are satisfied and address leasehold issues as they arise.
• Liaises with Legal Assistance of Windsor regarding sharing of space and colocation responsibilities.
• Oversees the clinic’s compliance with health and safety obligations including training/recertification, committees, reporting, policies and programs.
• Assists with the preparation and implementation of Office Policy Manual, Office Procedural Manual, Health & Safety Procedures and guidelines and disseminate to staff and students.
• Holds position of clinic Health & Safety Officer and provides safety tours of office space to new staff and students.
• Meet with clients to obtain necessary information and provide Commissioner for Taking Oaths services, prepare documents for Notarization, and arrange for Review Counsel to sign and seal.
• Oversees the Receptionist/Law Clerk’s duties to ensure appropriate services are offered or referrals are provided to clients and potential clients regarding legal issues; establishing intake procedures and client scheduling and assist when safety and/or security issues arise with clients or students.
• Provide reception support in absence of Receptionist/Law Clerk.

1. Administrative Legal Support:

• Finalize client file correspondence and legal documents related to files, including creating, organizing, and upgrading templates.
• Provides guidance to law students on practical legal processes as required.
• Monitor email account for the legal clinic and incoming correspondence and disburse to appropriate Review Counsel and law students. Maintains electronic filing system; closes and stores client files.
• Liaises with IT Department at the university and outside IT support for troubleshooting of all IT issues and projects.
• Maintains and updates all computer files and directories related to office administration.
• Files to be organized in an accurate and efficient manner to provide staff accessibility.
• Order and install new computer systems. Research, purchase and implement new computer software.

1. Finance:

• Receive and process payment requests and journal entries through UWinsite Finance.
• Prepares monthly reconciliation and general ledgers.
• Prepares semi-annual financial and statistics reports to Legal Aid Ontario; and prepares annual Funding Application to Legal Aid Ontario.
• Advises Executive Director of the balance of the accounts and expenses and provide statement of account at fiscal year-end.
• Maintains Trust Account for client file funds received and disbursed and ensure records meet the requirements of the Law Society of Ontario.

1. Other duties as assigned
   Skills/Knowledge/Experience/Education required

Essential Qualifications

• Significant experience in a legal office management setting
• Legal Assistant, Law Clerk or Paralegal Diploma or certification required
• Knowledge of various areas of law and practical legal court related processes and procedures
• Excellent interpersonal skills, including the ability to demonstrate professionalism, patience and sensitivity to clients
• Excellent customer service skills, especially as they relate to understanding the needs of clients and students
• High degree of cultural competence with the ability to deal with a diverse student and staff population
• Must be appointed and function as a Commissioner of Oaths by the Ontario Ministry of the Attorney General
• Ability to obtain a police check
• Previous bookkeeping experience to process bill payments, journal entries, handling of trust funds, forecast expenditures and monitor budget using UWinFinance and other software programs
• Strong organizational skill with the ability to multi-task and prioritize tasks at all times with constantly changing demands of the job
• The ability to maintain strict confidentiality and be able to exercise tact, diplomacy, discretion, integrity and sound judgment at all times
• Proficient computer skills including Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams Adobe Pro) and database software

Job Type: Fixed term contract
Contract length: 6 weeks
Pay: From $30.85 per hour
Expected hours: 35 per week
Work Location: In perso

Please refer the Job description for details