Legal Assistant

The Peel District School Board (PDSB) is a racially, culturally and linguistically diverse board dedicated to helping every student learn, grow, and succeed. PDSB proudly serves students and communities across Mississauga, Brampton, and Caledon. In PDSB, 87% of students are racialized, non-white, representing 162 different ethnic backgrounds. Student diversity also exists in terms of gender and gender expression, sexuality, and in terms of ability and faith. A responsive and empathetic understanding of the lived experiences of the students and communities we serve is vital to those who will take on roles within the PDSB. The workforce consists of teachers, office staff, custodial staff, educational assistants, and professional staff. Working at PDSB means joining a community that values collaboration, meaningful relationships, and a shared commitment to helping every learner reach their full potential while engaging families and communities as essential partners in student success.

Job Summary

Reporting to the Board’s Legal and Privacy Department, the Legal Assistant will support the Board’s Legal Counsel(s) by effectively managing the unit’s administrative, communication and budget-management needs. The incumbent is responsible for providing support for administrative tasks, file management, organization, litigation support, invoice and budget management, and a range of administrative tasks that contribute to the smooth and efficient operations of the office by providing support to the PDSB’s Legal and Privacy Department.

This posting is for a Backfill/Replacement.

Key Responsibilities

Support and Administration

• Assists with handling incoming correspondence, emails, confidential files, and other sensitive legal documents, determining the appropriate response or further action required.
• Assists with preparation of, filing of, and receipt of litigation documents and materials in the context of external administrative tribunal and court proceedings, when directed by Legal Counsel(s).
• Drafts responses or responds directly where appropriate, and reviews and proofreads Department documents and correspondences.
• With the assistance of electronic data management systems, manages legal filing for files handled by Legal Counsel(s), in accordance with PDSB processes, policies and legal requirements, ensuring effective management of confidential and sensitive information.
• Tracks the progress, status, and deadlines related to legal matters, ensuring deadlines are not missed and bringing forward items for action, when necessary.
• Acts as a point of contact between the Legal Counsel(s) and colleagues within the PDSB to ensure the effective flow of information and follow-up.
• Supports the Legal Counsel(s) with the coordination, scheduling and management of calendars.
• Proven ability to build strong relationships and work collaboratively with team
• Collaborates with and provides support to internal PDSB colleagues who work inter-dependently.
• Serves as a point of contact for interactions with external counsels, who may be retained to support the PDSB from time to time, as circumstances warrant.
• Prepares various legal documents, forms and materials for Legal Counsel(s) review and approval, and copies, collates and prepares materials for signature/distribution to internal/external stakeholders.
• Provides background research on special projects, as assigned by Legal Counsel(s).
• Acts as a resource for informed decision-making and creative problem-solving.
• Prepares records for destruction or transfer to storage facilities, in accordance with retention and disposal policies.

Office Management

• Coordinates and processes legal invoices monthly or as required.
• Completes detailed record keeping of invoices, payment updates etc.
• Manages Department budget, including assisting with budget generation and continued maintenance
• Creates Purchase Requisitions and communicates with the PDSB’s Purchasing and Finance Departments as needed.
• Performs verification for Department Absence management per PDSB processes
• Orders supplies as needed – stationery, equipment, books, photocopy etc.

Qualifications

• Undergraduate Degree or equivalent education and experience required.
• College Diploma in a law-related discipline (e.g. Legal Assistant, Law Clerk, Paralegal), or equivalent extensive administrative experience. Experience in appearing before the Human Rights Tribunal of Ontario and the Labour Relations Tribunal of Ontario preferred.
• Three or more years of experience providing administrative coordination and paralegal support in a complex office environment.
• Demonstrated ability to multi-task, take initiative, to work independently, maintain an organized work environment, and be part of a team in a fast-paced environment.
• High ethical standards with a strong commitment to maintain confidentiality and treat sensitive information with discretion.
• Ability to interact professionally with senior administration, students, staff, faculty, and other members of the PDSB and broader community.
• Intermediate proficiency required in Microsoft Office in order to prepare formal correspondence, documents, emails, memos, and input departmental data into spreadsheets and databases
• Knowledge and demonstrated experience with electronic data management filing systems, Adobe applications, and SharePoint, are preferred asset.
• Familiarity with the PDSB’s policies and guidelines preferred.

Additional Notes

Preference will be given to qualified members of the Administrative Staff Group (ASG).

PDSB may use AI during the screening and recruitment process. Please note that final hiring decisions will be made by the PDSB Hiring Team.

Careers with the Peel District School Board

Commitment to Equity, Accessibility, Anti-Oppression and Anti-Racism

The Peel District School Board is committed to equitable hiring practices that allow us to hire qualified staff who reflect the full diversity of Mississauga, Brampton and Caledon. We will provide reasonable accommodations during the hiring process (e.g. an accessible location, rescheduling of interviews that fall on Days of Significance, etc.) based on any of the human rights protected grounds if advised in advance. We are also committed to inclusion, anti-oppression and anti-racist practices while also supporting the continuous growth and development of an equitable and empowered education system at PDSB

Police Record Check

Successful candidates must provide a satisfactory Police Record Check prior to commencing employment. Please review the requirements for the Board’s Police Record Check.

We appreciate the interest of all applicants, but will only be contacting candidates whose skills, experience and qualifications best meet the requirements of the position.

Land Acknowledgement

The land upon which we work, live and sustain ourselves is the ancestral and treaty lands of the Miichizaagiig Anishinaabek also known today as the Mississaugas of the Credit, the rightful caretakers and title holders of this land. We also recognize the rich pre-contact history and relationships which include the Anishinaabek and the Onkwehonwe. Since European Contact, this land continues to be home to Indigenous and non-Indigenous peoples. As responsible community members, we value the diversity, dignity and worth of all people. Colonialism displaced and dispossessed Indigenous peoples of their ancestral lands and continues to deny their basic human rights, dignities and freedoms. We are committed to learning true history to reconcile, make reparations and fulfill our treaty obligations to the Original Peoples and our collective responsibilities to the land, water, animals, and each other for future generations.

• Discover why you should consider a career with us!