Document Specialist

Key Responsibilities

• Create, revise and proofread complex legal documents to specifications using advanced word processing skills and software knowledge.
• Create, format and edit Excel documents ranging from basic to advanced levels.
• Create, format and edit PowerPoint presentations, ensuring adherence to firm branding standards.
• Compare documents and track changes using firm-specific software.
• Convert PDF documents into various formats, ensuring updates align with style requirements.
• Type correspondence, reports and other written material from rough drafts, corrected copies, voice recordings, dictation, or previous versions.
• Review completed work for spelling, grammar, punctuation, and formatting accuracy to maintain high-quality standards.
• Electronically sort and compile text and numerical data, retrieving, updating, and merging documents as required.
• Reformat documents and rearrange information as necessary.
• Manage and prioritize workload effectively to meet deadlines.
• Respond to inquiries regarding status of projects.
• Provide training and support to users for common tasks frequently requested.

Job Requirements

• High school diploma or equivalent.
• 3+ years of word processing experience required.
• Expert level skills in Microsoft Word.
• Proficient in working with Tables of Authorities and Tables of Contents for litigation matters.
• Intermediate level of skills in Microsoft Excel skills.
• Able to convert documents from PDF to Word.
• Able to clean up documents after conversion of documents and add auto numbering.
• Knowledge of legal practices at a level normally acquired through formal training or its equivalent is preferred.
• Able to organize and prioritize numerous tasks and complete them under time constraints.
• Able to concentrate and pay close attention to detail.
• Able to proofread typed material for contextual, grammatical, typographical, or spelling errors.
• Interpersonal skills necessary to communicate in person, by e-mail and telephone and follow the instruction effectively from a diverse group of clients, attorneys and business professionals and provide information with ordinary courtesy and tact.
• This position exercises a moderate level of discretion and independent judgment and requires the ability to work collaboratively and cooperatively with others in a team-oriented environment.
• Work occasionally requires more than 40 hours per week to perform the essential duties of the position; may require irregular hours and flexibility with hours to cover absences of other Document Specialists as needed.

Benefits

• Health care coverage (medical, dental, and vision)
• Life insurance
• Short- and long-term disability
• Paid parental leave
• Employee wellbeing and EAP programs
• Paid time off
• A 401(k) retirement plan with employer matching and profit-sharing