Administrative Coordinator (Legal)

Administrative Coordinator (Legal)

Job Status: Permanent Full-Time

Pay & Grade: $60,097 to $74,649 Annually Grade: 6 (under review)

Hours of Work:35 Hours per week

Initial location: Kitchener City Hall

Posting period:July 29, 2025 to August 14, 2025 (at 6:00pm)

Overview

Join us in supporting critical initiatives that enhance service delivery and uphold the highest standards of administrative procedures.

Reporting to the Director of Legal Services and City Solicitor, the Administrative Coordinator (Legal), in this supporting position will work with the team to ensure everything runs smoothly and efficiently in an administrative capacity.

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.

Responsibilities

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.

Interact with staff, internal cross functional teams, 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.

Responsible for processing all invoices for payment.

Special projects as required, such as pilot projects, file migration and corporate software updates.

Administrative support for the execution of various legal documents.

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 Legal Office Administration program diploma from an accredited Ontario College.

Other accredited education programs that are similar or equivalent.

Minimum 2-4 years’ experience as a Law Clerk/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.

Advanced Adobe Acrobat skills are considered an asset.

Innovative and proactive problem-solving skills to assess and adapt to priorities among conflicting demands.

Experience working with invoicing,

Excellent communication and administrative procedural skills.

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