Responsibilities

• Provides Administrative support to the Services Department
• Receives and sorts incoming mail, identifying and prioritizing letters and completing preliminary case file preparation, including historical searches and data entry requirements
• Forwards case files to Services Staff, and prepares a range of documentation and correspondence on the direction of Manager
• Forwards case files to other departments within organization as required, and responds to internal (and potentially) external inquiries related to the status of the case files
• Tracks and logs case file information on organizations databases
• Provides administrative support to the Services department, including, but not limited to, ordering department supplies, documenting correspondence and meeting minutes, and completion of filing and related activities
• Provides back-up to other Services Staff as required, particularly during cyclical periods of peak volumes of work, and covering the Services window during departmental meetings
• Works effectively with other members of the Client Service Centre Team
• Contributes to team processes, including prioritizing and coordinating work, exchanging information, and developing effective workflow processes

 Qualifications

• The minimum level of education required to fulfill the core requirements of this position is a college diploma or equivalent
• 1-3 years administrative experience, with varied written communications responsibility, in support of a high volume, front line service department
• The successful candidate must have the ability to speak and write clearly and effectively in French and English
• Must have some experience within the Legal field or a solid understanding of Legal terminology
• Demonstrated organizational and administrative skills in order to prioritize activities and assignments, and to provide effective relief and back-up to other Services staff
• Proficiency in word processing (WORD), spreadsheets (EXCEL)
• Proficiency in database software (AS 400) is an asset
• Ability to plan and conduct on-line and paper file historical searches across multiple databases
• Clear, concise and articulate communication  skills to effectively respond to the needs of staff and internal clients
• Well developed written communication skills in order to develop a range of correspondence and documentation
• Must be professional and a Team Player

• English [Advanced], French [Advanced]