Judicial Secretary

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

What can I expect to do in this role?

• 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 can type 50 words per minute
• You are able to take shorthand to 80 words per minute or dicta skills of 70%

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.

Additional Information:

• 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.
• W-AG-209741/24