Our City, Our Future

St. John's is a progressive city with a strong connection to the past and a positive outlook on the future. As one of the oldest cities in North America we have a unique history, but we are also a growing city with the needs and opportunities of a modern urban population. The City of St. John's is committed to recruiting world-class talent and expertise to join our City staff, more than 1200 strong, who provide a vast array of valued services to the residents of St. John's and the metropolitan area. If you are an innovative thinker with a positive attitude and a commitment to quality, we want you to help us make St. John's a city where people want to live and feel they belong.

The Opportunity

Reporting to the City Solicitor, the Office Services Supervisor - Legal manages the daily administrative needs of the City's Legal Department. This includes providing a high level of independent and confidential administrative support to the City Solicitor and all staff of the Legal Department and managing Paralegal staff and associated activities.

Accountabilities

• Supervise and coach the administrative support team for the efficient provision of administrative services including participation in hiring, training and performance management
• Effectively administer the budgetary process and expenditures for the Legal Department
• Coordinate travel and registration for conferences/seminars for staff of the Legal Department
• Coordinate and maintain records for leave and schedules for all staff
• Manage, prioritize, delegate and/or respond to correspondence and requests to the City Solicitor and all other Legal Counsel
• Oversee the Department's records management system and coordinate yearly transfer of paper files to the City's Records Management Division
• Manage confidential information and Access to Information and Protection of Privacy requests made to the Legal Department
• Monitor, draft, and ensure compliance with and maintenance of City contracts in the Legal Department
• Acts as primary point of contact for the Legal Department for inquiries from Mayor and Council, City staff, and the public regarding by-laws, legal matters, claims, litigation, status of files etc.
• Update and consolidate all By-Laws/Regulations and uploads to the City Website; including preparation of Promulgation Notices for advertising
• Provide administrative support to the City Solicitor and Legal Counsel staff, including preparation of court documents, legal correspondence, and other matters of a confidential and sensitive nature
• Supervise the administration of prosecution of City Parking Tickets
• Participate in internal City staff committees as directed by the City Solicitor as a representative of the Legal Department
• Serve as the administrator for the Department's electronic document management system

The successful applicant will be required to participate in all training programs applicable to this position and other related work. The above statements reflect the general duties considered necessary to describe the principal functions of the job identified and shall not be considered a detailed description of all work requirements that may be inherent in the job.

Qualifications

Applicants must possess a Degree or Diploma in business/legal/public/municipal administration and have knowledge of legal procedures and terminology. A Commissioner of Oaths designation is also required.
Five (5) or more years experience in a legal office or municipal setting with significant levels of accountability and responsibility is preferred, with three (3) or more years of supervisory experience.
An equivalent combination of education and experience may be considered.

Working Conditions

This position primarily works in a typical office environment with daily contact with staff and the general public.

Hours of Work

Monday to Friday
9:00AM to 4:30 PM

The City of St. John's has a flexible work protocol which may apply to this position and is entirely dependent on operational requirements.

We wish to express our appreciation to all applicants for their interest and effort in applying for this position. However, only candidates selected for interview will be contacted. The City of St. John's does not accept applications in person, by email, fax or mail. Applications will be received up to 12:00 Midnight (Newfoundland Standard Time) on closing date.

This City of St. John's is an equal opportunity employer and is committed to the employment of a qualified workforce which reflects the community's diversity.