Legal Services Administrative Specialist

Job Description
Halifax Regional Municipality is inviting applications for the permanent, full-time position of Legal Services Administrative Assistant in Legal & Legislative Services.

Halifax Regional Municipality (HRM) is committed to reflecting the community it serves and recognizing Diversity & Inclusion as one of the Municipality's core values. We have an Employment Equity Policy and we welcome applications from African Nova Scotians and Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities and 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application. 

Under the direction of the Coordinator, the Legal Services Administrative Specialist is responsible for a wide variety of executive administrative duties supporting the Legal Services division. This position requires a high degree of competence, confidentiality, initiative, and cooperation while striving for excellence in service delivery. The Legal Services Administrative Specialist will be a highly organized, self-motivated individual who is able to provide training, coaching, and mentoring to Legal Services staff (lawyers and support staff) as well as maintain and update software solutions exclusive to Legal Services. This position will also assist the Coordinator with complex and/or confidential projects and the day-to-day supervision of the Legal Services Support Staff.

DUTIES AND RESPONSIBILITES:

• Provides advice and direction to business unit staff on policies, procedures and processes related to Legal Services day-to-day operations.
• Assists Coordinator with day-to-day supervision of Legal Assistants including onboarding, training, attendance management, and coordination of vacation schedules.
• Acts as administrator and trainer for the Legal Files Software and Visitor Management Software, providing access and training to new hires, supplemental training for existing employees (both lawyers and support staff), managing testing for software updates, completing scheduled user audits, managing users, file security, naming conventions, and other general software administration duties.
• Responsible for developing and maintaining onboarding and offboarding resources for Legal Services, including preparation of welcome packages, scheduling initial software training, and maintaining Legal Services Handbook(s) as well as Organizational Charts.
• Schedules, assigns, and supervises the work of probationary Legal Services support staff to ensure the quality of work undertaken meets the standards expected of the office.
• Provides orientation, training, and professional development for Legal Services support staff and Lawyers while ensuring staff are oriented to, and knowledgeable about, relevant HRM corporate, business unit, and division policies and procedures.
• Serves as the subject matter expert for internal and external inquiries dealing with Legal Files and Visitor Management software.
• Represents Coordinator at assigned committees and focus groups, particularly with regard to employee engagement and training & development.
• Responsible for liaising with Legal Services Vendors including, but not limited to, courier services, shred services and other office equipment/supplies including reviewing and processing invoices for payment.
• Responsible for the development, implementation and ongoing management of the division’s records life cycle policy ensuring records are handled in accordance with the HRM Records Retention Policy.
• As a member of the Legal Services Health & Safety Committee, responsible for implementing and complying with HRM Corporate Occupational Health and Safety policies, Business Unit (BU) specific safety policies, the NS Occupational Health & Safety Act, and the safety regulations applicable to the work activity.

May perform other related duties as assigned.

QUALIFICATIONS:
Education and Experience:

• Post-secondary degree in Business, Public Administration, or related field or a certificate/diploma from a Legal Assistant or Paralegal program with at least eight (8) years' experience with demonstrated increased responsibilities
• Minimum of five years’ related experience in municipal or legal administration preferably in executive administration.
• Thorough knowledge of Legal Services functions and related activities considered an asset.
• Demonstrated ability to lead through training, coaching, and mentoring
• Supervisory experience considered an asset.

Technical/Job Specific Knowledge and Abilities:

• Knowledge of HRM policies and procedures, business practices, organizational structure.
• Excellent written and verbal communication skills.
• Advanced presentation skills; must be capable of producing professional quality reports and presentations.
• Superior time management skills and demonstrated ability to handle multiple priories in a deadline driven work environment.
• Excellent writing skills with exceptional attention to detail with the ability to accurately proofread and edit documents, including proper spelling, grammar, punctuation, and formatting at a professional skill level.
• Professional, reliable, responsive, and positive work attitude is critical; ability to take initiative and accept responsibility and to maintain a high standard of work under pressure.
• Ability to work effectively both independently and on a team, take initiative, and follow instructions with minimal supervision.
• Proficient with software applications including Microsoft Outlook, Word, Excel, Access, PowerPoint, Teams, and Visio is required.

Security Clearance Requirements: Applicants may be required to complete an employment security screening check.

Please Note: Testing may be conducted as a component of the selection process to assess technical and job specific knowledge. Candidates who are selected for testing may be tested in a group setting, scheduled at the employer’s discretion.

COMPETENCIES: Valuing Diversity, Organizational Awareness, Communications, Analytical Thinking, Organizing & Planning, Teamwork & Cooperation, Decision Making, Developing Others

WORK STATUS: Permanent, full time

HOURS OF WORK: 8:30am-4:30pm, Monday to Friday; 35 hours per week. Flex options to work outside of these hours and hybrid may be available 

SALARY: Non-Union Scale 4, $56,210 - $72,740 Salary will be commensurate with education and experience,

WORK LOCATION: 1809 Barrington Street, CIBC Building, 7th Floor, Halifax

CLOSING DATE: Applications will be accepted until 11:59 pm on February 6, 2025

Please note: We thank all applicants for their interest in this position. Only those applicants selected for an interview / testing will be contacted.

During the recruitment process, applicants have the right to request an accommodation. Applicants invited to participate in an assessment process (such as interview or testing) and who require an accommodation, should discuss their needs with the recruiter when invited to the assessment process. For more information on our accommodation process please clink on the link
Accommodations | Hiring | Employment | Halifax

(position #78640243)