Legal Assistant (16 Month Contract)

POSITION:            Legal Assistant (16 Month Contract) 
REPORTS TO:      Legal Counsel
DEPARTMENT:     Legal Services
LOCATION:           North Bay
REFERENCE:       800-182-25
SALARY:               $67,990 - $80,002

WHO WE ARE:
Ontario Northland Transportation Commission (ONTC) is an Agency of the Province of Ontario that provides efficient and vital transportation services.  We are a modern, forward-thinking organization focused on providing safe and reliable transportation services. ONTC has a rich history of over 120 years and strong connections to the communities we serve. With over 900 skilled professionals, we work together to enhance transportation services and ensure that they are sustainable for future generations.  We offer a dynamic workplace culture, along with a competitive salary, excellent benefit package, a defined benefit pension plan, paid vacation, paid personal leave days and 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: February 3, 2025, 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. Visit our career website to apply: https://www.ontarionorthland.ca/en/careers

At Ontario Northland, we are committed to employment equity.  We value the unique skills and experiences each person brings to Ontario Northland and invite all interested individuals to apply and encourage applications from Indigenous peoples, racialized persons, women, persons with disabilities, and persons who identify as 2SLGBTQIA+.

Ontario Northland will provide accommodation to ensure barrier-free employment in accordance with the Canadian Human Rights Act and the Accessibility for Ontarians with Disabilities Act. You can request accommodation at any stage of the hiring process. If you require an accommodation, 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 394 pour plus de renseignements.