Document Specialist-M-F, 1PM-9PM

 Department:             Word Processing

Reports To:                Document Specialist Coordinator/Office Coordinator

M-F, 1PM-9PM

SUMMARY

Reporting to the Document Specialist Coordinator/Office Coordinator, is responsible for completing work submitted to the Center according to instructions provided by the requesting party.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Operates PCs, printers, scanners, copiers and computer software packages, such as Pagemaker, Word, PowerPoint, Excel, etc. to accurately produce documents in a timely fashion, utilizing basic word processing skills.

Confers with Document Specialist Coordinator/Office Coordinator or requesting party as to questions or unclear instructions.

Provides responses to telephone inquiries pertaining to job statuses.

Types legal documents and correspondence from handwritten drafts, rough copy or machine dictation.

Completes assigned work according to specified requests and deadlines and follows department procedure as to formatting, filing and printing. Work may include statistical typing, complex documents, and utilization of list processing capability of equipment.

Demonstrates mastery of all department equipment according to procedures.

Looks for more efficient ways to complete various departmental tasks and provides suggestions to the Document Specialist/Office Coordinator.

Refers to Operating Procedure Manual and/or Document Format Manual or Coordinator for specific instructions.

Attends various training classes as assigned by the Coordinator.

Operates telecopier and fax after normal working hours.

Maintains proficiency in all new software programs that are implemented and utilized by the firm.

Provides telecommunications and documents version support as needed.

May substitute for an assigned secretary in providing support to specific attorneys/legal assistants in absence of assigned secretary, including word processing services, answering of telephones, opening mail, and other routine secretarial duties.

May monitor the front desk in absence of Coordinator including answering the phone and receiving/logging in work requests.

Assists colleagues in the troubleshooting of DocsOpen either in person or over the phone.

Ability to handle pressure, overtime hours as needed, interruptions, and multiple projects with frequently changing priorities and deadlines.

Regular attendance and timeliness are required, as well as physical presence at the office.

Acts in accordance with the Firm’s policies and procedures.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High school diploma and basic education in a business curriculum; or three years applied word processing experience; or equivalent combination of education and word processing experience in a high pressure environment.

LANGUAGE SKILLS

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents.  Ability to multitask.  Ability to respond to common inquiries or complaints from employees, management and regulatory agencies.  Ability to communicate in written and spoken form in an effective manner.  Ability to effectively present information to all levels of employee and management.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written or oral form.  Ability to deal with problems involving several concrete variables in standardized situations. 

TECHNICAL SKILLS

PC knowledge; excellent knowledge of Microsoft Office products, typing at a minimum of 75 wpm, transcription skills.

PHYSICAL DEMANDS 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to remain in a stationary position. The employee is occasionally required to move about inside the office in order to access file cabinets and other office equipment. The employee frequently is required to communicate and exchange information with internal colleagues and external clients. Must be able to continually operate basic office equipment such as a computer, printer, copy machine, and fax machine. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requires working indoors in environmentally controlled conditions. The noise level in the work environment is usually moderate. Travel is generally not required for this position.