Legal Assistant

Job Description
Halifax Regional Municipality (HRM) Legal & Legislative Services Business Unit is seeking a Legal Assistant, to become a permanent member of the Legal Services support team.  In the Team environment of Legal Services, Legal Assistants may be required to work for several lawyers at the same time & have additional expertise in one or more of the following areas of law: Litigation, Prosecutions, Solicitor Services (Advisory Services, Corp/Comm &/or Real Property).  At this time, we are seeking proficiency in Litigation and Labour law.

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 & we welcome applications from African Nova Scotians & Other Racially Visible Persons, Women in occupations or positions where they are underrepresented in the workforce, Indigenous/Aboriginal People, Persons with Disabilities & 2SLGBTQ+ Persons. Applicants are encouraged to self-identify on their electronic application.

Reporting operationally to their assigned lawyers and administratively to the Business Unit Coordinator, the Legal Assistant is responsible for a wide variety of legal and administrative duties within the Legal Services division, with a high degree of confidentiality.

DUTIES & RESPONSIBILITIES

• Manages and processes internal and external inquiries, appointments, calendar entries, court deadlines, and correspondence; ensures follow up where appropriate using tact and judgement ensuring a high level of confidentiality
• Opens and maintains files as set out in the Legal Services Handbook
• Accurately transcribes documents; drafts and prepares various types of correspondence, legal documents, council reports, general reports and presentations as required
• Prepares background material for meetings, scheduled presentations, and makes any other necessary arrangements including attendance and recording of minutes, when required
• Arranges for filing and service of documents, as required
• Receives and processes invoices
• Updates and maintains the division's file/document management systems
• Contributes to maintaining a document precedent and template system
• Maintains statistics and other data creating reports where required
• Coordinates arrangements for local and out of town travel/conferences and prepares expense reports, as required
• Collaborate with peers on tasks as needed, including mentoring when required

Litigation and Labour

• Familiar with NS Civil Procedure Rules and maintains knowledge of litigation file timelines regarding statutory limitations and deadlines, providing reminders and updates to solicitor as needed
• Assists solicitor to coordinate witnesses, client contacts, and organization of discovery and/or arbitration meetings
• Prepares evidence, arbitration binders, and any reference documents required by solicitor for court or hearings
• General understanding of Collective Agreements, Unions and arbitration hearings is considered an asset

For a complete description of duties & responsibilities for this position, please email jobs@halifax.ca

QUALIFICATIONS 
Education & Experience:

• Certificate/diploma from a Legal Assistant or Paralegal program with a minimum of three years’ experience in a legal assistant role with demonstrated performance capabilities.  A combination of education and experience will be considered.
• Experience working with file/document management systems will be considered an asset  

Technical /Job Specific Knowledge & Abilities:

• Proficiency & expertise in the use of Microsoft Office (Outlook/Word/Excel/PowerPoint), Adobe Acrobat (writer)
• Excellent interpersonal & communications skills, both written & verbal
• Excellent organizational & problem-solving skills
• Superior time management skills & the ability to prioritize tasks with minimal supervision
• Strong sense of ethics & the ability to handle sensitive & confidential or private information with tact and discretion; knowledge of privacy laws
• High level of sound & independent judgment, reasoning, & diplomacy
• Ability to work effectively both independently & as part of a team on a multitude of tasks in variable situations
• Strong customer service orientation, ability to deal with lawyers & public under stressful situations
• High level of accuracy & attention to detail is required while working within strict timelines
• Excellent writing skills, including proper spelling, grammar, and punctuation for complex documentation & ability to independently draft correspondence at a professional skill level
• Understanding of legal reference materials, procedures, & legal filing systems
• Critical thinking, analysis, & research skills are essential
• Resourceful & flexible
• Professional, responsive, & positive work attitude is critical
• Knowledge of municipal issues, administration & government including council processes & procedures, By-laws, Halifax Regional Municipality Charter, Municipal Government Act, and Civil Procedure Rules considered an asset
• Good internet research skills using reputable & authorized sources. Familiarity with Government web-based search tools, including Property Online, Registry of Joint Stock Companies, or caselaw websites, including Quicklaw, CanLII, & WestlawNext, etc. considered as an asset

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

Competencies: Values & Ethics, Organizational Awareness, Customer Service, Communications, Valuing Diversity, Teamwork & Cooperation, Organization & Planning

WORK STATUS:  Permanent, Full-time

HOURS OF WORK: 8:30am-4:30pm Monday – Friday, 35 hours per week. May require occasional overtime based on operational requirements

SALARY: Non-union Level 3 $51,360-$66,470.  Compensation is commensurate with experience & training

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

CLOSING DATE:  Applications will be received up to 11:59 p.m. on March 23, 2025 and must include a cover letter and resumé

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