Legal Assistant

Contribute to the City of Hamilton, one of Canada’s largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees.

Help us achieve our vision of being the best place to raise a child and age successfully. #Be The Reason

• Job :
  Legal Assistant
• Union:
  Non-Union
• Job Description  #:1958
• Close date:
  September 9, 2026, 4:00 p.m.
• Vacancy type:
  This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

Reporting to the Manager, Legal Services, provides a comprehensive range of confidential secretarial and administrative support services affecting the operations of the Division. Maintains confidentiality required at law and by the Law Society of Ontario.

Provides support to management team, lawyers, law clerks in a diverse law office setting.

Prepares, composes and proof reads correspondence and reports on a variety of confidential and routine matters. Drafts replies on non-routine matters for consideration and signature. Facilitates execution of agreements.

Prepares various legal documents and forms including briefs, simple agreements using a template and conduct corporate searches.

Maintains a “tickler system” and ensures matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures followed.

Maintains assigned portion of departmental file system by opening, closing and making arrangements for disposition (destruction based on retention period) and off‑site storage.

Takes minutes of meetings. Performs transcription as required.

Schedules and arranges meetings including preparation and distribution of agendas and other materials, booking meeting rooms, arranging set up of presentation equipment and food/beverages as required, and informing participants of same. Co‑ordinate and arrange all travel, conference and course arrangements, and follows up as appropriate.

Inputs and retrieves data and generates reports from computer based information systems (i.e. LegalCM, OnCorp, employee training history and outside counsel invoices).

Sorts and distributes incoming and outgoing communications including correspondence and facsimile ensuring urgent matters are suitably expedited. Arranges courier pick up and delivery for packages.

Responsible for ensuring customer services function for the division including answering phones, responding to inquiries, receiving and announcing visitors.

Ensures timely processing of cheque requisitions, expense claims and prepares invoices for payment.

Responds to inquiries and liaises with other departments, government agencies, outside agencies, legal professionals, consultants, Council members and the public.

Assists other Legal Assistants with overflow work.

Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

Performs other duties as assigned which are directly related to the major responsibilities of the job.