Description:
General Accountabilities:
- Prepare and/or process non-routine correspondence, legal documentation, and forms (ie, court pleadings, court motion records, factums, appeal books, case briefs contracts, opinions, construction liens, summons to witnesses, labour and employment materials, Executive Approvals, Memoranda to the Board, Statutory declarations, etc.), received through shorthand, dictaphone, long-hand notes or transmitted via the personal computer.
- Check for accuracy according to format and procedure, signing authorities, identification of parties, application of the Corporate seal, terminology, etc. Sign routine correspondence as specified by Supervisor (Instructing Lawyers).
- Liaise with internal and external groups as necessary, ie other Business Units, Courts, Government Agencies, Law firms, etc. to arrange court dates, arrange for examinations for discovery, obtain rulings, arrange property and corporate searches, follow up on the status of agreements, serve pleadings and other documents, etc.
- Prepare supervisors' expense reports and time sheets, requisition cheques, compile various monthly reports, assemble material and organize backup information as requested.
- Perform routine compiling, processing and maintenance of information required by supervisor(s) eg, time sheets, vacation logs, etc. Refer to various Company manuals and guidelines, such as the Organizational Authority Register, MPPP's as required.
- Maintain supervisors' calendar re meetings, court dates, arbitrations, appointments, etc. Answer calls to supervisor(s), taking messages as required. Provide information to callers in subject areas agreed on with supervisor(s) and within bounds of confidentiality guidelines.
- Respond to telephone and personal inquiries, determine nature of request and respond appropriately.
- Establish with supervisor (s), priorities and schedules for ongoing work programs incorporating new work into schedules. Consult with supervisor or others for advice and direction as necessary.
- Maintain referral and follow-up control logs to track work in progress, as per departmental procedures.
- Refer requests for action to other staff in Division and/or Company, based on knowledge of organization, and consistent with confidentiality restrictions.
- Process incoming and outgoing mail, sorting and distributing as necessary noting priorities, searching files, records, etc. to locate supporting information for supervisor, arranging for taxis, couriers, as necessary.
- Set up and maintain supervisors' working files in accordance with Records Management policies and guidelines, retrieving materials as required. Maintain various administrative manuals. Prepare and maintain precedent files.
- Make all necessary meeting, conference, seminar and travel arrangements including accommodation, refreshments, advances, travel documents and preparing of handouts.
- Ensure that supervisor has all required reference materials for meetings.
- Perform other duties as required