Records and Cataloguing Clerk, Regulatory Services, Professional Regulation (Hybrid, Toronto)

• Requires completion of a 2-year college program in Legal Administration or a related discipline.
• Education or training in library sciences, records archiving, electronic document and/or database management for record keeping would be an asset.
• Requires a minimum of 2 years of office experience in electronic and paper records management, preferably in a law office.
• A valid class “G” driver’s license would be an asset.
• Professional knowledge:

• General office procedures and best practices concerning records management and document security.
• Familiarity with records retention schedules.
• Technical skills:

• Microsoft Office Suite / 365 (Word, Excel, PowerPoint, etc.).
• Legal or other records management systems.
• Adobe Acrobat Pro and similar software used in the digitization of files, including scanning documents and processing scanned images using Adobe Acrobat Pro and other similar software.
• Microsoft Dynamics, SharePoint and/or familiarity with cloud storage would be an asset.
• Experience digitizing documents and managing digital files.
• Competencies:

• Customer service skills.
• Analytical and problem-solving skills.
• Project coordination, prioritization, and time management skills.
• Interpersonal, oral, and written communication, and presentation skills.
• Organizational and multitasking skills with attention to detail.

• Works at a computer desk in a hybrid arrangement at the office and at home.
• The role involves working in the backroom handling records and requires the ability to lift boxes or materials as part of physical records management.
• Travels periodically throughout Ontario to attend at Licensees’ premises, storage facilities or other sites, as directed to assist with practice recovery operations.

• Provides administrative support for file management, including prioritizing, processing, photocopying, scanning, screening, and drafting correspondence, memoranda, and reports.
• Maintains and ensures the accuracy and integrity of the inventory database for documents recovered and stored by Regulatory Services.
• Catalogues large volumes of client files, wills, client property and practice related materials recovered from the professional businesses of licensees to ensure information is preserved and easily retrievable.
• Answers routine inquiries and completes telephone follow-up
• Serves as a primary point of contact for external storage suppliers and parties requesting stored records.
• Maintains electronic and paper files in accordance with established protocols.
• Attends offsite locations to assist Regulatory Services staff in carrying out its statutory mandate in relation to licensees’ professional businesses.

• Collaborates with team members to ensure effective utilization of division resources.
• Engages in problem solving with other team members to continuously improve workflows and departmental effectiveness.
• Promotes knowledge sharing, including applicable standards and information.
• Supports staff in the effective use of computerized support systems, internal storage systems and storage and destruction of confidential client information.

• Contributes to and participates in developing standardized practices, guidelines, and procedures for the receipt and general storage of property and information.
• Works with counterparts in the Professional Regulation Division to establish, monitor and continuously improve processes.
• May undertake assigned projects.

Law Society of Ontario