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PURPOSE STATEMENT

Reporting to the Senior Legal Counsel, the Legal Clerk is responsible for coordinating and processing all court documents at the Bruce Grey Children and Family Services (BGCFS) within established procedures and timelines.

The work of BGCFS is considered essential. The organization has policies, procedures, and practices in place to ensure a response to urgent child protection matters at all times.

MAIN DUTIES & RESPONSIBILITIES

Preparation, Filing & Serving Court Documents

• Prepares and reviews court documents ensuring they are complete and accurate
• Files all court documents for court proceedings according to procedural ruses and timelines
• Serves and tracks all court documents to all parties as required for proceedings; delivers or arranges delivery of court documents by courier or process server as necessary
• Prepares and commissions affidavits of service and ensures they are competed and filed in a timely manner
• Ensures all court orders are prepared, served, tracked, filed with proof of service in accordance with the court rules

Legal Processes

• Opens and closes physical files and ensures appropriate maintenance and storage
• Maintains all agency court files and ensures all files are complete and up to date
• Maintains and updates the agency’s Law Forms Database and LAD
• Consults with the Clerk of the Court on matters related to emergency motions, apprehensions and warrants to apprehend
• Consults with the Clerk of the Court throughout the entire case process such as requesting court file numbers, court dates and other issues as they arise
• Maintains information related to all active cases such as status and court dates and notifies workers of all necessary and pertinent information
• Assists case workers in the process of preparing court documents
• Acts as Commissioner of affidavits
• Produces and delivers appropriate correspondence with regard to court documents such as hearings and trials to lawyers, clients and others
• Maintains log and co-ordinates the completion of all court orders and other assessments; keeps up to date and knowledgeable on all cases e.g., status and time limits
• Assists Legal Counsel in preparing for court and communicates court outcomes to internal and external parties
• Distributes legal correspondence to necessary staff and parties
• Maintains and updates the TOC (Court Continuing Record Table of Contents)
• Co-ordinate’s newspaper ads for sub-service when required
• Responds to inquires related to the above activities

Relationship Management

• Demonstrates behaviors, actions and attitudes that are consistent with BGCFS’s vision, mission, and values
• Ensures effective and professional communications with all internal/external contacts
• Develops and maintains collaborative relationships at all levels in order to build trust and confidence in the services provided
• Establishes positive relationships with key stakeholders, internal and external to the BGCFS such as other agency staff, community groups, foster homes, and volunteers
• Share’s information according to privacy and/or confidentiality guidelines
• Ensures appropriate communication with appropriate manager at appropriate time
• Respects ethnic, spiritual, linguistic, familial, and cultural differences

Team Building

• Develops a respectful and professional working relationship with team members, while working collaboratively, sharing experiences and lessons learned
• Works respectfully, positively, and collaboratively within a team environment sharing experiences and lessons learned
• Actively participates and engages in supervision with their supervisor on a regular basis
• Actively participates and engages in team and staff meetings, service training sessions and other meetings/sessions as required
• Works within and supports the team and works to ensure family and organization needs are met

Other Related Activities

• Knows and adheres to all applicable BGCFS policies, procedures, and relevant administrative practices
• Strives to meet or exceed all accountabilities and achieve continuous quality improvement and excellence in all activities and outcomes
• Participates in mandatory learning/education to maintain and update skills and knowledge whenever deemed necessary
• Implements new procedures and controls deemed necessary by management
• Assists in the training and orientation of peers
• Works in compliance with the provisions of the Occupational Health and Safety Act of Ontario and the regulations
• Participates on internal and/or external committees as required
• Participates in special projects and performs other duties as required

KNOWLEDGE, EDUCATION, EXPERIENCE, SKILLS & ATTRIBUTES

Qualifications

• Law Clerk diploma or equivalent
• Minimum 1 to 2 years’ experience as a Law Clerk preferred
• Solid knowledge of legal processes including the preparation, filing, and service of court documents and court procedural requirements
• Solid knowledge of court proceedings, rules, and requirements
• A solid knowledge of relevant CAS/industry computer applications i.e., CPIN
• Valid Class G Ontario Driver’s License

General Skills and Attributes

• Good ability to use MS Office applications (e.g., Word, Excel)
• Solid written, oral communication and interpersonal skills providing constructive, meaningful, and timely interaction with all levels of staff
• Ability to think analytically with attention to detail in the presence of frequent interruptions
• Excellent understanding and commitment to quality service and best practice
• Detail-oriented
• Accountable for own actions and decisions, making decisions within the scope of the position and referring issues/problems/events to the supervisor as required
• Flexible, adaptable, and responsive to change
• Ability to deal with highly sensitive and personal information in a confidential manner
• Solid ability to analyze information, problem-solve and make good decisions/recommendations
• Self-directed with a solid ability to organize, plan, prioritize and multi-task
• Solid written documentation skills that are clear, thorough, concise accurate and timely
• Ability to work with and meet tight timelines
• Acts with integrity, trustworthiness, humility, transparency, and compassion

EFFORTS & WORKING CONDITIONS

• Work is primarily performed in the community, often in the client home.
• Intermediate periods of sitting and computer/phone use
• The incumbent has the freedom to move about or change position at will, except in crisis situation
• Ability to multi-task
• Absorbs and interprets information from multiple parties on a regular basis
• Required to listen to and reconcile multiple points of view being discussed/presented
• Frequent interruptions
• Frequent travel within the BGCFS region
• May be exposed to potentially hazardous environments including driving conditions, volatile situations, and visits to client’s homes
• Occasional lifting of children or heavy objects may be required