Records and Cataloguing Clerk, Regulatory Services, Professional Regulation; Hybrid

OVERVIEW

Provides support through document processing, handling internal and external customer needs, and coordinating the storage, cataloguing, and continued access of law practice materials and property, including electronic documents and storage devices. Secures and maintains property and ensures accessibility in a manner that protects confidentiality. Creates and maintains electronic databases.

• 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.

The Law Society has introduced a Distributed Workforce Model to leverage flexibility and agility, and to maximize employee productivity and engagement. Work arrangements will be determined by role and departmental requirements. The…