Ontario Northland Looking for Legal Assistant at North Bay, Ontario, Canada Full Time

REPORTS TO: Legal Project Specialist

DEPARTMENT: Legal Services

LOCATION: North Bay

REFERENCE: 800-110-24

SALARY: $54,756 – $64,429

WHO WE ARE:

Ontario Northland Transportation Commission (ONTC) is an Agency of the Province of Ontario that provides efficient and vital transportation services. We employ over 900 skilled professionals and are over 120 years old and proud of our heritage and connection to the communities we serve. We are focused on moving forward with the goal of being a valued leader in transportation. We offer competitive salary, excellent benefits, a defined benefit pension plan, paid vacation, 3 paid personal leave days along with discounted transportation on our bus and passenger rail services.

ACCOUNTABILITY STATEMENT:

The Legal Assistant will provide administrative support and assistance to the Legal Services team in the management of Ontario Northland’s realty portfolio including agreement administration, title searching, maintaining property assessment records, processing and approving tax bills, modernizing and organizing the legacy realty land records/files and disposals, as well as the administration of the contract management software.

MAJOR DUTIES/ RESPONSIBILITIES:

• Completes title searches of properties and respond to requests for realty information.
• Provides confirmed Real Estate Inventory information to employees.
• Responds to inquiries from internal departments, municipalities, legal representatives, and the public concerning realty questions, policies and procedures.
• Retrieves PINs and title documents from the Teraview automated land registry system.
• Completes the required documentation to circulate surplus land through the Infrastructure Ontario’s Realty Portal to have lands declared surplus to government.
• Assist with the finalization of all contracts.
• Enters contracts into the contract management software.
• Be the administrator for the contract management system and create required reports.
• Liaise with operational divisions to confirm requirements for contract renewal and assist with contract life cycle reviews.
• Reviews legacy hyper files and makes the determination if they are active or inactive.
• Organizes land files by property to create a comprehensive record per specific land parcel.
• Organizes reference plans by Land Registry Office.
• Works with the Record Information Management Specialist to ensure that the retention schedule is adhered to when closing files.
• Analyzes assessment data to determine the appropriateness of property assessment of ONTC lands and reconciles the tax liability. Coordinates requests for reconsideration and assessment appeals as required.
• Maintains a comprehensive list of all of Ontario Northland’s assessment rolls.
• Works with 34 municipalities to ensure taxation is invoiced correctly.
• Collaborates with the Municipal Property Assessment Corporation regarding inconsistency on roll numbers and files appeals when required.

REQUIREMENTS:

• College diploma in a legal assistant or law clerk program
• 2 – 3 years’ experience in real estate legal practices and procedures including commercial leasing, conveyance and property tax
• Ability to perform title searches and investigate ownership of properties
• Knowledge of file management best practices and the ability to organize and maintain hard and electronic records
• Experience reviewing and managing legal agreements and leases
• Excellent verbal and written communication skills in order to provide excellent customer service and prepare correspondence, memoranda and forms
• Above average ability to use a variety of software programs, including Teraview, Office 365 and GIS
• Working knowledge of public sector organizations
• Ability to deal with highly confidential and sensitive issues
• Independent self-starter with excellent time management and strategizing skills

BACKGROUND INVESTIGATION: The successful candidate will need to pass the following clearances: criminal record check, employment references and education verification.

CLOSING DATE: October 30, 2023 no later than 11:59 p.m. We thank all applicants for their interest; however, only those selected for an interview will be contacted. Qualified individuals are invited to apply in writing with a current covering letter and resume (provided in one document), stating reference name and number.

Ontario Northland is an equal opportunity employer. Accommodation is available for applicants with disabilities throughout the recruitment process. Please contact Human Resources.

Les offres d’emploi sont également disponibles en français. Visitez notre site Web sur les carrières ou appelez le 1-800-363-7512, poste 494 pour plus de renseignements.

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