Administrative Assistant, Spot Audit, Practice Audits, Professional Development & Competence (Remote, Ontario)

Job Purpose

The Administrative Assistant is responsible for providing administrative support and assistance to the Spot Audit group, including the Director, Assistant Managers, and Auditors. This includes organization and maintenance and ensuring data integrity of the Spot Audit department database and licensee files and providing timely and accurate responses to internal and external customer requirements, ensuring that deadlines and priorities are met.

Qualifications Required

• A college diploma, or equivalent, with legal secretarial, general accounting and/or administrative specialization.
• Solid understanding of Law Society regulations, mandate, and protocols.
• Speaks and writes in a clear, articulate manner to effectively respond and transmit information to team members.
• Must be able to regularly lift and carry boxes and stand for extended periods of time.
• Sound knowledge of office practice, legal terminology, and audit accounting procedures.
• Three or more years previous experience providing secretarial and administrative support in a confidential regulatory environment.
• Proficiency in word processing, spreadsheet and database applications, internet, and intranet.
• Knowledge of, or willingness to learn, regulatory practices and procedures.
• Solid understanding of the AS400 or similar database systems.

Client / Customer Service Delivery

• Coordinate the receipt of audit file review information, enters information to the departmental database, and ensures the completeness of files prior to closing and storage.
• Operates computers and office equipment, files, performs data entry, photocopies, scans, and responds to other miscellaneous requests for assistance, depending on team needs and workloads.
• Provides specific office/clerical assistance to Assistant Managers, Spot Audit under the general supervision of the Team Leader Administration, Practice Audits.
• Maintains the department database, contributing to database integrity by ensuring that information is accurate, complete, and with appropriate authorization and back-up paper file.
• May assist in performing more specialized duties, such as setting up and scheduling meetings.

Team Membership

• Demonstrates flexibility and commitment to Spot Audit group to support staff to meet requirements and deadlines, undertaking special projects as assigned.
• Works closely with other members of the administrative support team to ensure effective utilization of division resources.
• Assists the Spot Audit group in the effective use of computerized support systems and contributes to the establishment of information tracking systems.
• Documents procedures, systems, and processes, and proactively shares information with the team, and other Law Society staff, to ensure the consistent implementation of best practices.
• Follows specific instructions and established procedures, referring complex issues to the Team Leader Administration, Practice Audits.

Special Projects and Initiatives

• Assists Spot Audit 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 primarily remote, with a requirement to attend the office on an occasional basis. The specific application of this will be communicated to applicants contacted during the recruitment process.

The Law Society of Ontario values and respects diversity. We are committed to creating an accessible, barrier-free and inclusive workplace in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Please make any requirement you may have for accommodation during the recruitment process known when contacted. If you are unable to apply to this position due to the requirement for an accommodation of any kind, please email us at [email protected] or call 416-947-3475.

System ID: 2023-2259

Job Type (EN): Permanent Full Time

External Company URL: www.lsuc.on.ca

Street: Osgoode Hall

Working Arrangement: Remote