Administrative Assistant, Regulatory Services, Professional Regulation (Hybrid, Toronto)

Job Purpose:

The Administrative Assistant provides administrative assistance to a variety of personnel in the Regulatory Compliance team, including document processing, handling internal and external customer needs and providing technical support and assistance to the department. The Administrative Assistant is also responsible for assisting with the monitoring of orders and undertakings. The Assistant ensures compliance by licensees with orders and undertakings resulting from a regulatory process, and also ensures compliance with a bankrupt licensee's reporting obligations.

Qualifications Required:

• Minimum of a college diploma with a legal secretarial specialization, or equivalent training and / or experience.
• Minimum of 3 years progressive experience providing secretarial and administrative support in a confidential environment.
• Knowledge of, or willingness to learn, regulatory division practices and procedures.
• Solid knowledge of office practices, and legal terminology and legal documents.
• Clear, concise and articulate communication skills to effectively respond to and transmit information to team members.
• Proficiency in Microsoft products, including word processing, spreadsheet and database applications, internet and intranet.
• Strong word processing or keyboarding skills, with the ability to type 60 error free words per minute.

Client / Customer Service Delivery:

• Monitors compliance of licensees and former licensees with the terms and conditions of orders, undertakings and bankruptcy reporting obligations.
• Communicates with licensees or former licensees as required, initiates queries and assesses the response regarding issues of concern, tracks responses or failure to respond, and assists with escalating the file as appropriate to other departments within the Law Society.
• Obtains and reviews documents and other materials pertaining to compliance with orders, undertakings and By-Laws.
• Prepares, forwards, and files legal and non-legal documents, and other documents with courts and other agencies.
• Creates and maintains templates and forms to be used by the Regulatory Compliance team, other Professional Regulation Division staff and licensees or former licensees.
• Reviews and understands information in Ozzie, the licensee database, in IRIS, in the Discipline History database, in undertakings, judgments, assignments of judgments, Hearing Panel and Appeal Panel orders, court orders and administrative orders as well as information regarding the status of any type of licensee or former licensee involved with the Regulatory Compliance team.
• Answers inquiries regarding restrictions on licensees' professional businesses and discipline histories to internal and external customers in an accurate and timely manner, ensuring customer service standards are maintained.
• Provides general administrative assistance and support to Regulatory Compliance team including such requirements as typing, revising, and finalizing documents, photocopying, faxing, screening, and distributing mail, drafting routine correspondence, memoranda, and reports, opening and closing files, and readying closed files for storage.
• Schedules appointments and meetings, ensuring room set up, required documents, and availability of attendees.
• Assists Manager, Regulatory Compliance in preparing month end reports.
• Conducts bankruptcy and internet directory searches.
• Maintains integrity of electronic files and paper files by timely keying of accurate, relevant information and follows up on same.

Performance Goals, Targets and Standards:

• Contributes to the development of standardized practices, guidelines and procedures in the appropriate conduct of Regulatory Compliance files.
• Works with other members of the department, as well as colleagues in Professional Regulation to establish, monitor and continuously improve process and case management performance targets.

Financial Responsibility:

• Maintains office supplies for assigned work area and orders supplies as required.
• Compiles statistics and reconciles financial reports on a monthly basis.

Team Membership:

• Works closely with other members of the Regulatory Compliance team as well as other Professional Regulation Division staff, to promote the sharing and transfer of knowledge and information amongst team members relating to licensees, former licensees and bankrupt licensees.
• Engages in problem solving with other staff members to continuously improve workflow and departmental effectiveness.

Special Projects and Initiatives:

• Assists Regulatory Compliance staff in the effective use of computerized support systems.
• May undertake special projects as assigned from time to time.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.