The Region of Durham is committed to advancing equity, diversity and inclusion within our organization and the communities we serve. We welcome and encourage applications from people who are Indigenous, racialized persons, women, persons with disabilities, members of LGBTQ2S+ communities, and others who may contribute to the further diversification of our workforce, including those who experience systemic barriers.

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code, accommodation will be provided throughout the recruitment process upon request, based on any Code-protected ground.

Number of Available positions:

Vacancies: One (01). Located at the Regional Headquarters, Whitby, Ontario.

Administrative Assistant 2 - Legal

Reporting to the Regional Solicitor, the incumbent will:

- Provide confidential administrative and legal support to the Regional Solicitor through the preparation, transcription, proofreading, and management of legal documents, correspondence, and reports.
- Coordinate the preparation, execution, registration, and administration of agreements, by-laws, and related legal documentation to support Regional operations and compliance requirements.
- Manage office equipment, supplies, purchasing activities, and legal reference resources to ensure the efficient operation of Legal Services.
- Administer legal records, filing systems, and deadline tracking processes to ensure the effective management and retrieval of legal information and critical dates.
- Coordinate and manage the Regional Solicitor's calendar, appointments, meetings, and scheduling priorities.
- Maintain accounts payable records and support financial administration activities, including invoice processing, reconciliations, and professional insurance registrations.
- Administer expense claims, memberships, conference registrations, travel arrangements, and related administrative requirements for legal staff.




- Provide administrative support and operational coverage during staff absences and periods of increased workload to ensure continuity of service.
- Serve as the primary point of contact for inquiries, providing professional customer service and directing stakeholders to appropriate resources.
- Maintain and update legal library resources, subscriptions, publications, and reference materials to support departmental research and information needs.
- Administer petty cash transactions and maintain accurate records of departmental expenditures.
- Coordinate and support Legal Services meetings, conferences, training events, and Continuing Professional Development (CPD) activities, including logistics, registrations, and attendee communications.

The successful applicant will possess:
- A minimum post-secondary diploma in Office Administration or a related discipline or equivalent combination of education and related work experience.
- Several years of related experience in an administrative support capacity, preferably in a municipal or legal environment.
- Knowledge of Regional policies, procedures and programs.
- Advanced proficiency in all Microsoft Office applications (Word, Excel, PowerPoint and Outlook), FIMS and electronic records management systems.
- Strong knowledge of office administration, records management, scheduling, and document preparation.
- Experience with financial systems, accounts payable processing, expense administration, and invoice reconciliation.
- Superior organizational and time management skills to prioritize work and meet rigid deadlines
- Robust communication, proofreading, and multitasking skills.
- Ability to manage confidential information with discretion and professionalism.
- Strong attention to detail, accuracy,



and the ability to prioritize competing deadlines in a fast-paced environment.
- A demonstrated willingness to adapt services to meet diverse needs, with the ability to interact with a broad range of stakeholders.
- Ability to work independently and take initiative, exercising a high level of discretion, professionalism, confidentiality and independent judgement in a sensitive environment.

Management & Exempt Salary Grade 2

- Salary: $75,023 to $93,779 per annum

Conditions of Employment

All applicants are expected to comply with the Region of Durham's Code of Ethics and Code of Conduct Policies throughout the recruitment process. Proof of education, qualifications and any other job bona fide requirements will be required prior to start date.

External Application Process

Come find a home where exciting and rewarding careers are balanced with your lifestyle. We thank all applicants; however, only those being considered will be contacted. Please apply online (www.durham.ca) no later than midnight (Eastern Standard Time) on the closing date indicated on the Job Posting.

The Region of Durham is an equal opportunity employer committed to an inclusive, barrier-free recruitment and selection process. If contacted for an employment opportunity and you require accommodation, or if this information is required in an accessible format, please contact us at: [email protected] and a Recruiter will provide appropriate assistance pursuant to the Region's Accommodation and Accessibility policies. Please note that resumes should not be sent to [email protected].

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The Region of Durham may utilize artificial intelligence to assist in the preliminary assessment of applicant qualifications and submitted materials. These tools are used for the purpose of supporting and enhancing an evaluation by a human decision-maker and any information provided by AI to a human decision-maker is not determinative. Final decisions are made solely by authorized human decision-makers.

📌 Administrative Assistant 2 (Whitby)
🏢 Durham Region
📍 Whitby