City of Kitchener Careers

Administrative Coordinator (Legal)

Job Status:  Permanent Full-Time

Pay & Grade: $56,357 to $70,444 Annually Grade: 6 (under review)

Hours of Work:35 Hours per week

Initial location: Kitchener City Hall

Posting period:March 4, 2025 to March 23, 2025 (at 6:00pm)

Overview

As an Administrative Coordinator, you’ll be at the heart of our operations, ensuring everything runs smoothly and efficiently. This unique opportunity allows you to manage and organize legal files, process and administer crucial legal documents, and act as a vital communication link between various departments, external agencies, and the public.

Why This Role is Perfect for You:

• Team Support: You love helping others achieve common goals and thrive in a collaborative environment.
• Detail-Oriented: Your keen eye for detail ensures nothing slips through the cracks, even when priorities shift.
• Problem Solver: You enjoy tackling challenges and are always looking for ways to improve processes.
• Collaborative Spirit: You’re a team player who can seamlessly work across different divisions and departments.

Join us in supporting critical initiatives that enhance service delivery and uphold the highest standards of administrative procedures. If you’re passionate about making a difference and enjoy a dynamic work environment, this role is for you!

Responsibilities

Reporting to the Director of Legal Services and City Solicitor, the Administrative Coordinator (Legal) will shape both how the Legal team delivers service and how the city grows to better meet the needs of our existing and future residents through:

Administrative Support

• Administers and processes legal documents and arranges for execution of agreements.
• Assists in drafting and in the preparation of confidential correspondence, documents, and reports.
• Open, maintain, and close all legal files (electronic and physical).
• Maintains a filing system, precedents etc. and updates records and lists to ensure accuracy; files correspondence, reports, and other documents in accordance with City standards and assists with records management.
• Acts as the communications link between staff and cross-department staff, outside agencies and the public.
• Receives, redirects, and responds, as appropriate, to communications and takes appropriate action to ensure urgent matters are dealt with quickly.
• Special projects as required, such as pilot projects, file migration and corporate software updates.
• Performs other related duties as assigned.

Requirements

• Must possess one of the following:
  • A post-secondary Law Clerk diploma from an accredited Ontario College and/or minimum Associate Member of the Institute of Law Clerks of Ontario (ILCO).
  • A Paralegal Certificate and P1 license with the Law Society of Ontario (LSO).
  • A Legal Office Administration program diploma from an accredited Ontario College.
  • Other accredited education programs that are similar or equivalent.
  • Completion or intent to complete the Primer on Planning Course from the Ontario Association of Committees of Adjustment and Consent Authorities (OACA).
• Minimum 3-5 years’ experience as a Law Clerk/Paralegal/Legal Office Administrator, preferably specializing in development and real estate law.
• Experience in a municipal or other public service setting is considered an asset.
• Proficiency in Microsoft Office, including word, outlook, excel, and SharePoint would be considered an asset.
• Working knowledge of GIS software.
• Advanced Adobe Acrobat skills are considered an asset.
• Intermediate knowledge of the Planning Act and the Municipal Act.
•  High level of understanding of the role and interrelated nature of each department
• Innovative and proactive problem-solving skills to assess and adapt to priorities among conflicting demands.
• Aptitude for dealing with figures for data inputting, spreadsheets, and invoices.
• Excellent communication and administrative procedural skills.
• Proficiency in Microsoft office including word and outlook; proficiency with excel, and SharePoint would be considered an asset.
• Practical knowledge of Municipal Government, and applicable Legislation including but not limited to the Planning Act, Municipal Act, 2001, and Land Titles Act and departmental and council guidelines/policies/by-laws considered an asset.
• Reliable with a good attitude and employment record.

Department/Division:Corporate Services, Legal Services

Group: Non-Union/Management

Competition Number: 2025-085

Job Code: 1535

Number of positions: 1

Why work at the City of Kitchener