Judicial Assistant – Irregular On-Call

Bring your talents in oral and written communication skills to the Ministry of the Attorney General to provide Judicial Assistant support services to the Superior and/or Ontario Court of Justice.

Please Note: This is an irregular on call position of 0 – 36.25 hours per week (average of 7.25 hours per week).

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario’s Human Rights Code. Refer to the “How to apply” section if you require a disability-related accommodation.

What can I expect to do in this role?

In this role you will:

• transcribe, type and proofread correspondence, judgments and legal documents from audio and handwritten drafts
• compose correspondence in response to inquiries from legal profession, the general public, government and agencies
• manage Justices’ electronic calendars and schedules
• set appointments and make travel arrangements for Judges
• maintain judicial libraries and maintain filing system
• process invoices and travel claims and maintain expense accounts
• provide administrative support to Justices on committees
• process mail and access information on databases

How do I qualify?

Mandatory

You have:

• typing skills to 50 words per minute
• dicta skills to 70% accuracy

Legal Assistant and Administrative Knowledge:

You have:

• knowledge of legal office and courts administrative policies, paper flow and procedures to answer telephone enquiries and relay information
• knowledge of legal documents and formats as well as legal terminology to transcribe from audio tapes or handwritten notes, ensuring spelling accuracy
• knowledge of financial processes to ensure purchasing procedures are followed and invoices and statements of expenses are properly prepared for payment

Communication and Interpersonal Skills:

You can:

• prepare reports, draft minutes and compose correspondence in response to requests for information
• use your attention to detail to edit and proofread documents for spelling and grammar errors
• use tact and discretion when responding to inquiries from individuals in the legal profession (e.g. Judiciary) as well as the public, both in person and over the phone

Analytical, Organizational and Problem-Solving Skills:

You have:

• the ability to recognize urgencies and realign priorities in response to deadlines and in a fast paced work environment
• the ability to respond to issues and redirect calls by selecting appropriate referrals (e.g. lawyer, police, legal aid)
• the ability to determine the appropriate administrative procedures and processes when typing legal documents, handling correspondence and maintaining filing systems
• the ability to identify, resolve and follow up on problems with incomplete documentation and conflicts in scheduling when organizing meetings and conference calls

Computer Skills:

You have:

• proficiency with word processing, email, spreadsheet, presentation software (e.g. Word, Outlook, Excel, PowerPoint)
• proficiency with database applications to enter, track and update data (e.g. Quicklaw)
• the ability to manipulate text to produce letters, memoranda, reports and legal documents, according to established procedures
• the ability to use the Internet to conduct searches for judges

Additional Information:

Address:

• 1 English Temporary – Irregular On-Call, duration up to 12 months, 333 Church St, Fort Frances, North Region, Criminal Record and Judicial Matters Check

Compensation Group:

Ontario Public Service Employees Union

Understanding the job ad – definitions

Schedule:

3.7

Category:

Legal Services

Posted on:

Thursday, March 14, 2024

Note:

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
• Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
• A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual’s employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• N-AG-212280/2024
• Effective, January 1, 2024, the updated salary range for this position is $28.14 to $32.82 per hour in alignment with the recently ratified OPSEU Unified 2022-2024 collective agreement.

How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the job description to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee’s exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Thursday, March 28, 2024 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.

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