Legal Secretary/Admin Openings

Legal Secretary/Admin Openings

Position: Document Production Specialist
Location: NYC
Salary: DOE

Document Production Specialist:
Our client, a large global law firm, is seeking a Document Production Specialist to join their team in the NYC Office. WEEKEND HOURS ARE A MUST. 10am - 9pm. Flexible weekday schedule.

A Document Production Specialist is responsible for providing exceptional document production services to the firm and must possess highly technical abilities utilizing the Firm's many software programs and document management systems. Specialist must also possess and exhibit excellent written and verbal communication skills.
Scope of Responsibility

This Document Production Specialist, based in the New York office will provide remote and walk-up document production services and as necessary, legal secretarial assistance to fee-earners and support-staff. The Specialist, as a member of Global-DPC will process work sent to the Global-DPC mailbox, from all the firm's jurisdictions, documenting the work performed as required. The below list of functions is not exhaustive. It is intended to describe the general content and requirements for this position and as such the role may also include the undertaking of additional job related duties to assist fee-earners when needed.

Primary Functions:
- Produce accurate, high quality work from audio and script work by transcribing, formatting, inputting,editing, retrieving, copying and transmitting text, data, graphics using any of the firm's software including, but not limited to Microsoft Office, Best Authorities, Innova, HotDoc, DocXTool (full version) Adobe Pro, Fine Reader and Filesite.
- Communicate effectively within the members of the Global-DPC and USAfter-hours team and with lawyers/support staff
- Process work sent to the Global-DPC team having regard to the house style and requirements of the relevant jurisdiction
- Complete an on-line Global-DPC workflow system record for each job undertaken
- Troubleshoot and provide expert technical advice to end-users requiring software assistance
- Identify own training and development needs and request training, as necessary
- Keep all client/attorney information confidential

Secondary Functions:
- Draft letters and documents; prepare charts, graphs and other visuals, assist with expense reports; prepare, label and ensure timely pick-up of time sensitive outgoing hand delivered packages by vendors including Federal Express, UPS, DHL
- Handle drop off of outgoing packages to vendors including Federal express, UPS, DHL, etc.
- Document and input fee-earner billable time and non-billable time
- Assist with billing and preparing invoices
- Operate office equipment such as photocopiers, scanners, fax and binding machines, as needed

Skills and attributes:
- Manage and prioritize workload effectively, with the ability to multi-task
- Organized and accurate with a high level of attention to detail
- Good technical skills with the ability to adapt, think laterally and utilize software to produce the desired documents/outcomes
- Ability to work in a multi office environment dealing with a variety of cultures and local subject types
- Familiarity with legal terminology
- Excellent administrative skills
- Highly self-motivated and goal focused
- Must be flexible, able to work as a member of a team and also independently
- Work well under pressure
- Excellent written and verbal communication skills

Technical Skills
- Produce, reformat into house style and edit as requested complex documents at an advanced level of program expertise
- Create, edit and apply styles
- Advanced ability to work with tables
- Create mail merges using the mail merge wizard for documents and labels
- Able to use Workshare Compare
- Experience working with track changes
- Ability to troubleshoot and repair corrupt documents including issues with table of contents and numbering schemes

- Add and wrap text
- Insert, modify and delete rows and columns
- Enter basic and advanced formulas
- Change page orientation and page margins
- Copy and move data
- Use hide/unhide and freeze panes
- Format cells as required using font, alignment, number, borders and patterns
- Re-scale for printing on letter and legal paper and set print area PowerPoint
- Enter text in a slide, amend font style, size and tabs
- Create WB house style presentations from external source presentations
- Create presentations office templates from any Withers office
- Create flowcharts using connectors and grouping
- Visually enhance flowcharts using colors, fill, scaling and rotation
- Insert Clipart and WordArt
- Use animation and slide transitions
- Resize slides

- Ability to password protect
- Capable of converting pdfs to Word
- Create fillable pdf forms
- Redact information contained in pdf
- Make pdfs searchable
- Ability to create indexes, insert automatic page numbering and bookmarks
- Edit text

- Add and update contacts
- Under direction of the Marketing Department assist with mass mailings

- Functional working knowledge of Filesite to create and appropriately name and savework in specific folders and sub-folders
- Re-file documents into Filesite after completing work as Additional Software Programs
- Chrome River or other expense reporting software program
- Elite or similar software program for time entry and billing
- New Business Intake software to create New Matters and Conflict Checks

- Bachelor’s degree strongly preferred, but combination of work experience and education will be considered

- 5+ years as a document processor or legal secretary handling high volume of document processing in a law firm or other professional services industry is required
- Must be able to work 10 hours day on Saturdays and Sundays with some weekday flexibility requested

For confidential review of your resume, please send to

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