Legal Assistant - Mississauga, Canada - City of Mississauga

City of Mississauga

Verified Company

Mississauga, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Req ID: 24730

Vacancy Type:
Temporary

Contract Duration: 2 Years

Number of Positions: 1

Closing Date: 03/01/2024

Job Summary:

Reporting to the Manager of Realty Services and under the direction of the Supervisor of Property Acquisitions, Dundas and Lakeshore Rapid Transit provides administrative support and coordination to Realty Services Bus Rapid Transit Team.

In this extremely fast paced, detailed, results driven environment the successful individual is responsible for the organization, coordination, reporting and records management associated with large scale municipal public transit project.

Duties and Responsibilities:

Provide administrative support to ensure the smooth dayto day operation of the Dundas and Lakeshore Rapid Transit Real Property team
Monitor and inform appropriate members of the Realty Rapid Transit Management team of requirements and tracks task completion to ensure deadlines are met
Administer the activities of the assigned properties in accordance with contractual requirements, procedures, and coordinate work of internal and external services required to assemble and complete property acquisitions (appraisers, planners, surveyors, engineers, municipal staff, utilities)
Acts as a key resource between Realty office, finance, appraisers, engineers, Technical Advisor, surveyors, and Legal Services
Maintain an ongoing awareness of key dates, deliverables, tracking of employees, contractors, and tracking of file activity
Monitor and reconcile budgets for assigned consultants, prepare and submit expenses. Administer the activities of the assigned properties in accordance with contractual requirements
Manage consultant activity logs for the team; responsible for monitoring and reconciling thirdparty contracts and invoices in compliance with corporate procedures
Monitor approval requests prioritize and expedite responses
Maintain polite and professional communication with internal and external stakeholders
Prioritize, develop and redirect correspondence
Provide specialized technical administrative and clerical support unique to the assigned office. Must be an expert in record keeping
Maintain electronic filing system
Conduct Corporate searches, retrieve parcel registers, plans, and search out contacts as required
Create databases, maintain templates, track performance, draft letters, memos, legal documents and reports
Draft letters, staff reports and other correspondence as required
Maintain calendars, schedule meetings, provide adhoc assistance on projects/initiatives with the unit/team
Use information that is stored within the unit/team and/or available without special authorization
Conduct arrangements with utilities, other levels of government, agencies, boards as may be required
Participate in the timely reconciliation of budgets, payments of invoices
Manage and update all property files, various records, photos, legal documents, deeds, agreements, executions, reports and plans
Maintain confidentiality of all actions in accordance with policy or seek direction from Manager, Supervisor.

Skills and Qualifications:

Postsecondary Legal administrative training is an asset. Extensive property administration, demonstration of superior records management and control is essential
Valid drivers' license
Excellent written and oral presentation skills
People and services oriented with a successful history of working in a fast paced environment
Detail oriented, ability to multitask, assume responsibility for decisions made and actions taken
Postsecondary administrative assistant diploma
Legal assistant diploma is an asset
Minimum of postsecondary education is required
Attention to detail and strong organizational, investigative, factfinding and problemsolving skills
Ability to prioritize workload independently and with sound judgement to follow both instructions with mínimal supervision and take initiative as required
A minimum of 3 to 5 years Legal administrative experience is required
Advanced computer software knowledge including Microsoft Word and Excel
May require some Light Lifting of supplies/materials
Prolonged exposure to computer keyboards and screens. Primarily office environment.

Hourly Rate/Salary:
$ $ 42.34

Hours of Work: 35

Work Location:
Civic Centre

Organization Unit:
CPS/Capital Acquisition B

Department/Division/Section:
CPS/Corporate Services Dept, CPS/Corporate Business Services Division, Realty Services

Non-Union/Union:
Non Union

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve.

Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth