Bilingual Administrator, Licensing Process, Licensing and Accreditation, Professional Development & Competence (Hybrid, Toronto)

JOB PURPOSE

The Bilingual Administrator, Licensing Process ("Administrator") disseminates information, delivers services to candidates, clients, and the public, and provides responses to both routine and escalated enquiries in a timely and efficient manner as well as monitors and processes the workflow of daily messages and phones calls.

The Administrator also provides a wide range of confidential administrative and technical support to the Team Lead, Licensing Process ("Team Lead") and Manager, Licensing Process and Experiential Training Program ("Manager"). Bilingual position attends to all activities equally effectively in English and French.

QUALIFICATIONS

• Minimum of a college diploma in a related field.
• Fully bilingual in English and French.
• Solid understanding of Law Society policies, regulations, and mandate
• Basic accounting knowledge and skills is required
• Speaks and writes in a clear, articulate manner for individual and / or group situations
• Reasons through moderately complex spoken and written information
• Proficiency in word processing, spreadsheets, databases, e-mail, PowerPoint, Excel, and the Internet/Intranet.

Client / Customer Service Planning

• Participate in planning sessions to support the Licensing Process activities and events in collaboration with the Team Lead and Manager.
• Liaises with service providers, ensuring appropriate information is obtained and disseminated in a timely fashion and supports problem resolution.
• Updates documentation specific to processes and procedures, prepares requisitions for production and distribution of materials and ensures adequate customer service coverage.
• Ensures that staff compliance with departmental standards for document retention, storage, and statistical reporting and maintains the secure central filing system of candidate special requests.
• Engages in continuous performance improvement of own and departmental work processes and procedures, and proactively shares information to improving existing programs and/or identifying new opportunities for programs, services, and initiatives.

Client / Customer Service Delivery

• Provides administrative services to the Team Lead by coordinating office activities,scheduling meetings and appointments, prioritizing workflow, and preparing and compiling statistical reports through analysis and report development.
• Prepares confidential materials and develops and maintains security protocol for confidential administrative files, electronic data and other sensitive materials.
• Acts as a 'first point of contact' with candidates, other departments, Benchers, clients, the Public, and external organizations. On behalf of the managers, investigates complaints and concerns.
• Provides -administrative support in word processing, filing, photocopying, processing of forms, mailing, expense claims and handles inquiries.
• Operates within a strict deadline environment and maintains and promotes the service level agreements of the unit.
• Assists in the determination and review of acceptable, non-standard, or ineligible plans/applications, along with appropriate recommendations for action by the Team Lead or Manager.
• Provides ongoing information and guidance to candidates, vendors, educational institutions regarding program requirements, opportunities, alternatives, interventions, and problem resolution.
• Acts as a secondary administrator in the Financial Assistance area of the Licensing and Accreditation Department and provides information and feedback to candidates regarding the Repayable Allowance Program (RAP) processes, as required.

Team Membership

• As delegated, cross train other team members in different responsibilities.
• Contributes to the effective and integrated services of the services delivered to candidates, Law Society members, other departments, and the public.
• Acts as a significant team member in effective coordination and delivery of administrative and budget services for the department.
• Maintains particular areas of responsibility while expanding knowledge and familiarity with other service areas to ensure the consistency of delivery throughout the department.
• Is a proactive member of the team, working closely with Team Lead, Managers and other members to share information and ideas, provide assistance and contribute knowledge in order to ensure accuracy, timeliness and quality of service. Demonstrates flexibility and commitment to the team to maximize resources.

Financial Responsibility

• Participates in planning, development, and administration of the department's budget for the Lawyer and Paralegal Licensing Processes which includes budget monitoring, preparing manager expense reports, tracking invoices, and ensuring guidelines comply with budget practices and processes.
• Receives and processes payments for expenditures and prepares monthly summaries of expenditures.
• Develops and maintains office supplies inventories and liaises with Purchasing regarding the acquisition or repair of items, furniture, and equipment.
• Ensures registration deferrals and reversals are entered daily.
• Monitors, processes and reconciles the invoices, and candidate requests in both Licensing Processes (Lawyer and Paralegal)
• Acts as a back-up to other Administrator for the preparation of purchase orders, contracts, and expense reports.
• Involves in invoicing and adjusting candidate accounts, monitoring, RAP program, and ensuring candidate invoicing is correct and current.

Special Projects and Initiatives

• Actively participates in coordinating special events/projects as assigned.

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 working arrangement for this position has been classified as hybrid, where the employee will regularly flex their work location between home and office. The specific application of this will be communicated to applicants contacted during the recruitment process.