Senior Document Specialist (REMOTE: 11am-7pm EST) Job at Ropes & Gray
About Ropes & Gray
Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo, Los Angeles and Washington, D.C.
We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s 24/7 global business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.
With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals.
We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.
Ropes & Gray is an equal opportunity employer.
JOB SUMMARY:
Creates and edits legal documents such as briefs, letters, charts, forms, graphics, and other written material. Expert in a variety of software programs including: MS Word, Excel, PowerPoint, Outlook, FileSite, Litera Compare, DocXtools, Contract Companion, Best Authority, Express Scribe, Visio, Adobe Acrobat, InterAction, AbbyFine, WinZip, various types of SEC filing software, and other software related to the core functions of the document processing department. Subject Matter Expert (SME) with advanced level software skills. Shares knowledge and cross trains DP Specialists. Ability to work independently, consult with internal clients and manage large-scale, ongoing projects.
- Remote position with a Monday - Friday, 11am - 7pm schedule.
ESSENTIAL FUNCTIONS:
- Prepares correspondence, memoranda and other legal and non-legal documents in an accurate and timely manner; proofreads and quality checks each document for content, context and accuracy. Checks completed work for spelling, grammar, punctuation and proper formatting.
- Formats, edits and styles complex WORD documents at an advanced level, including but not limited to auto numbering, mail merges, tables, embedded objects, TOC and TOAs. Advanced knowledge of troubleshooting with Docxtools preferred.
- Create, edits and format complex technical drawings, graphics and organizational charts in PowerPoint, Visio and Jigsaw.
- Has advanced working knowledge of Excel, including but not limited to formatting to print balance sheets, navigating, sorting, concatenation, pivot tables, VLOOKUP, data validation. Creating and editing of charts (pie, column, double stack bar, etc.)
- Create and edit PDF portfolios, ebinders and fillable forms using Adobe Acrobat.
- Creates documents from dictation, tape transcription or other written materials.
- Troubleshoots and resolves issues related to document corruption and inconsistent styles.
- Coordinates and manages large and complex document production projects, including documenting detailed instructions, expectations and context, and provides clear, direct, communication of requirements and project goals and delivers quality product in a timely manner.
- Interacts and communicates with customers, responds to general inquiries and assists attorneys/staff with general questions.
- Follows department processes in order to accomplish tasks. Seeks guidance from Supervisor and/or Coordinator when issues, conflicts or questions arise.
- Works cooperatively with identified team members, and all other Ropes & Gray employees.
- Effectively communicates with department management, proactively offering ideas and solutions when issues arise.
- Actively participates in on-going training initiatives and independently seeks opportunities to enhance and improve skills.
- Takes initiative to stay current with new approaches and changes in technology relating to document processing software.
- Provides a superior level of customer service.
- Understands and supports firm policies and procedures.
- Maintains confidentiality in all client and firm matters.
- Interacts and communicates courteously and professionally with all Ropes & Gray clients and employees.
- Assists with software application testing, as assigned.
- Exercises good judgment when handling work requests and appropriately manages tasks from one shift to the other.
OTHER RESPONSIBILITIES:
Performs other work-related duties as assigned.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
- 8+ years of document processing experience.
- 70 wpm typing with expert proficiency in MS Office (Word, Excel, PowerPoint).
- Experience in MS Word, Excel, PowerPoint, FileSite, Change-Pro, DocX tools, Express Scribe, Visio, Adobe Acrobat, InterAction, AbbyFine, WinZip, and other software related to the core functions of the document processing department.
- Legal experience and/or word processing services experience preferred.
- Excellent verbal, written, organizational and interpersonal skills with a sharp attention to detail, the ability to handle multiple tasks simultaneously and meet deadlines.
- Must be able to interact collaboratively as a part of a team in a fast paced, deadline driven environment.
ESSENTIAL CAPABILITIES:
- Ability to maintain confidential information.
- Courteous, professional, flexible and able to work independently, as well as under the direction of attorneys, paralegals, administrative staff, clients and management.
- A team player demonstrating exemplary service awareness.
- Ability to show initiative, be proactive and learn and adapt to new systems.
- Reliable and punctual.
- Ability to perform under tight deadlines.
- Ability to prioritize and multi-task for efficient and effective work production.
- Ability to be a proactive, self-starter.
- Must be flexible in order to respond quickly and positively to shifting demands and opportunities.
- Ability to be highly collaborative — even in a remote working environment.
- Ability to work effectively in a culturally diverse environment.
- Must pay attention to details and have the ability to follow up and follow through.
WORKING CONDITIONS:
The work schedule may vary based on shift and business need.
Remote environment.
The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.
NY Comprehensive Total Rewards Package
Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $68,000 - $100,000, which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.
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