Legal Administrator
Remote
9-month term
Reporting to: Director, Legal Services
Location: Remote
Who We Are:
The National Police Federation (NPF) represents ~20,000 RCMP Members serving across Canada and internationally. We are the largest police union in Canada. The NPF is focused on improving public safety for all Canadians, including our Members by advocating for much-needed investment in the public safety continuum. This includes investments in police resourcing and modern equipment, as well as social programs including health, addiction, and housing supports to enhance safety and livability in the many communities we serve, large and small, across Canada.
Our head office is located in Ottawa but our 70+ staff work remotely across Canada. We stay closely connected through our up-to-date I.T. tools and by working in accordance with our internal values: Inclusion, Innovation, Appreciation, Collaboration, and Trust.
Why Work with the NPF?
- Competitive compensation package.
- An inclusive, passionate, and fun team environment.
Key Responsibilities:
Legal Matters and Inquiries
- Perform legal clerical duties such as maintaining records, accounts, file triage and file management.
- Proactively provide support to in-house counsel, communicate with key stakeholders in accordance with standard operating procedures.
- Summarize new legal matters/inquiries and redirect them to the appropriate in-house legal counsel or paralegal
- Proactively provide support to in-house counsel or paralegal
- Proactively, communicate with key stakeholders in accordance with standard operating procedures (including NPF Members, NPF Staff, NPF Elected Officials, the NPF executive and NPF retained external counsel).
- Liaise with the NPF department of Finance to ensure financial integrity of files.
- Ensure that all files/inquiries are properly documented and saved.
- Proactively identify and monitor applicable deadlines and ensure files/inquiries are actioned in a timely fashion.
- Proactively draft retainer letters and communiques.
- Maintain and optimize the NPF file management systems and ensure all legal matter/inquiry datapoints are captured by the Legal Department’s file trackers and software.
Legal Services Administration
- Schedule meetings, prepare agendas and assemble meeting documentation.
- Coordinate travel arrangements and complete expense claims in accordance with NPF policies.
- Draft briefing memos, letters, reports, presentation, minutes, and other documents
- Assist with developing and/or maintaining Legal Services standard operating procedures.
- Assist with data analysis.
- Assist with developing and/or maintaining Legal Services tools, trackers, and databases.
- Assist with developing and/or maintaining the NPF’s file management systems.
- Provide support to NPF staff regarding the use of various systems managed by Legal Services.
- Assist with creating NPF resource documents.
- Assist with creating Legal Services presentations.
- Assist with the onboarding of new legal services employees.
- Act as software and database administrator as required including making minor technical updates.
Qualifications:
Education and Experience
- College diploma or certificate in Office Administration, Business Administration, or a related field and some years of experience in office administration or in a related field OR a high school diploma with several years (3-5) of experience in office administration or in a related field.
- Minimum one year of experience working in a busy legal environment.
- Experience managing strict timelines.
- Experience working with confidential material.
- Bilingualism is an asset.
Knowledge and Skills
- Ability to identify and follow strict deadlines.
- Ability to summarize legal matters to internal lawyers and administrators.
- Ability to explain/breakdown job responsibilities/tasks to colleagues/new hires.
- Ability to delegate tasks to new administrators when appropriate.
- Highly proficient with Microsoft Office productivity tools.
- High degree of comfort with confidentiality principles.
- Ability to adapt to changing situations, new ideas, and concepts.
Competencies:
- Sound judgement and tact.
- High level of attention to detail.
- Basic problem-solving capabilities.
- Ability to multi-task; take the initiative; be proactive; flexible.
- Ability to communicate with a diverse workforce and facilitate successful performance in a team-based environment.
- Project Management skills.
Other Requirements:
- Travel required 4/year.
- Must successfully pass a pre-employment criminal record check.
The National Police Federation hires based on merit and is committed to employment equity. We encourage all qualified people to apply.
While we welcome applications from all interested individuals, only those candidates selected for an interview will be contacted.