Judicial Secretary

Effective January 1st, 2024 the salary range for this position is $28.14 to $32.82 per hour in compliance with OPSEU Unified Bargaining Unit collective agreement provisions. The new rates, effective retroactive to January 1, 2024, were recently confirmed and dates for implementation of the new salary rates are still to be determined.

If you have a positive, pro-active work ethic and are known for your attention to detail and strength in organizing, then consider this excellent opportunity in court administration with the Ministry of the Attorney General to provide judicial secretarial services to the Superior/and or Ontario Court of Justice.

Court Services Division is committed to a diverse, respectful and professional workplace that reflects OPS values.

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
• edit and compose correspondence in response to inquiries from legal profession, the general public, government and agencies
• maintain and manage Justices' electronic calendars and schedules, and make travel arrangements
• 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 can type 50 words per minute
• You have dicta skills to 70% accuracy

Legal Administrative Knowledge:

• You have knowledge of legal office and courts administrative policies, paper flow and procedures to answer telephone enquiries and relay information.
• You have knowledge of legal documents and formats as well as legal terminology to transcribe from audio tapes or handwritten notes, ensuring spelling accuracy.
• You have 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 are able to prepare reports, draft minutes and compose correspondence in response to requests for information.
• You are able to use your attention to detail to edit and proofread documents for spelling and grammar errors.
• You are able to 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.
• You have the ability to respond to issues and redirect calls by selecting appropriate referrals (e.g. lawyer, police, legal aid).
• You have the ability to determine the appropriate administrative procedures and processes when typing legal documents, handling correspondence and maintaining filing systems.
• You have 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 are proficient with word processing, email, spreadsheet, presentation software (e.g. Word, Outlook , Excel, PowerPoint).
• You have proficiency with database applications to enter, track and update data (e.g. Quicklaw).
• You have the ability to manipulate text to produce letters, memoranda, reports and legal documents, according to established procedures.
• You have the ability to use the Internet to conduct searches for judges.