Document Services Supervisor (WP)

Job Description

Boutique NY law firm is seeking an experienced Document Services Supervisor (WP)

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Type at a minimum of 80 wpm

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Must have EDGAR

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Primary Job Functions

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* Supervising Team: oversees the daily operations of the department, ensuring staff are effectively managed, workflows are organized, and deadlines are consistently met. This also includes providing guidance, monitoring performance, year-end review performance management and supporting team members to maintain a high standard of accuracy and efficiency.

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* Document Production and Formatting: creates, formats, and revises a wide variety of legal documents, including but not limited to pleadings, motions, briefs, contracts, correspondence,

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memoranda, and transactional documents. This includes applying consistent formatting in accordance with firm style guides, court rules, and client specifications.

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* Proofreading and Quality Control: reviews all documents for typographical errors, grammatical mistakes, formatting inconsistencies, and adherence to firm standards prior to distribution or filing. This function requires meticulous attention to detail and a strong command of legal terminology.

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* Document Comparison and Redlining: utilizes document comparison software to generate redlines and identify changes between document versions; proficient in tracking changes, accepting or rejecting revisions, and producing clean final versions.

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* Table of Contents and Table of Authorities: creates and updates tables of contents and tables of authorities for briefs, motions, and other court filings. This includes verifying accuracy of page references and ensuring compliance with applicable court rules.

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* Template Management: maintains and updates document templates to ensure consistency across the firm. This includes creating new templates as needed and modifying existing templates to reflect changes in firm standards or court requirements.

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* Conversion and Formatting of External Documents: converts documents from various file formats, including PDF, into editable word processing formats while preserving formatting

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integrity. This function also includes cleaning up documents received from external sources.

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* Time-Sensitive Document Production: manages workflow to meet critical deadlines, including court filing deadlines, EDGAR filings and client deliverables. This requires the ability to prioritize tasks, work under pressure, and coordinate with attorneys and staff to ensure timely completion of assignments.

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* Edgar: oversees and coordinates the EDGAR filing process by working closely with paralegals to ensure all required information and documents are complete and accurate. Paralegals prepare and send the EDGAR documents directly to the Document Services department for entry into Transform.

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The Document Services Supervisor monitors workflow, provides guidance as needed, and helps ensure filings are processed accurately and within required deadlines. The Document Services Supervisor ensures each member of the department keeps the software on their laptop up to date and coordinates training to the department.

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* Collaboration and Communication: communicates effectively with attorneys, paralegals, and administrative staff to clarify document requirements, provide status updates, and resolve

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formatting or production issues. This includes responding promptly to requests and escalating concerns as appropriate.

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Specific Skills, Knowledge and Abilities Required

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* Must possess advanced proficiency in Microsoft Word, including styles, formatting, track changes, cross-references, bookmarking and automated features

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* Familiarity with document management systems, PDF software, Excel, PowerPoint and legal citation formats is also required

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* Type at a minimum of 80 wpm

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Education and Experience

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* College degree strongly preferred

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* Legal word processing experience