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Position(s) I am Applying for

Evening Coordinator of Document Production - Philadelphia

SUMMARY: 

Assists Evening Supervisor of Document Production with coordination of document processing and related activities. 

The hours for this position will be 3:00 p.m. - 10:30 p.m.

 

ESSENTIAL FUNCTIONS:

Assists Managers with the intake of document processing, including special and complex projects, overflow work various departments/offices, and occasional helpdesk calls in the evening.  Assists with the development of staff and implementation of related objectives, priorities, policies, and procedures.

For staff, examines work for accuracy, exactness, neatness and conformance to policies and procedures.  Expedites workflow by assigning specific tasks and allocates and prioritizes work in order to accomplish objectives.  Assists Manager with monitoring work throughout the evening to ensure jobs are being done correctly and on a timely basis.

Checks status of work detailed on request forms.  Ensures job requests are communicated properly to the appropriate Secretarial Services staff, including those working other shifts, in order for work to be followed through to completion. 

Keeps informed of all activities for related staff.  When appropriate, provides instruction/assistance to staff.  Assists with resolving problems for non-standard situations and troubleshoots technical problems.

When time permits, spot checks work in QC phase for accuracy and completeness.  On a timely basis, reports any complex/challenging issues to the Managers.  Manages the “Completed” e-mail folder to ensure that the appropriate contacts were notified.

Ensures proper maintenance of documents on U: and H: drives and SecServ mailbox.

When appropriate, liaisons with attorneys or staff in other departments to ensure a high level of customer service.

Performs a variety of special/complex document processing functions and projects.

When warranted, recommends changes to related objectives, priorities, policies and procedures in order to improve operating costs, time efficiency, quality of work and level of customer service.

Maintain, edit, revise and format word processing requests for the firm.

Available to work any hours to ensure all areas of responsibility are functioning smoothly.  Assists Managers with the coordination of evening coverage; monitors related work and effectiveness of staff.

Provides Managers with feedback on staff performance. 

Interacts positively with clients, attorneys and staff; observes confidentiality of client and other firm matters. 

ADDITIONAL FUNCTIONS:

Performs other related duties, as requested.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

Minimum of 3 years recent experience in an administrative and/or lead word processing position in the legal field.

Possess high level of technical competency using various software, including Word, PowerPoint, Excel, Adobe, Phantom FoxIt and other applications.  Strong knowledge of word processing and document database software.

Ability to mentor, motivate, and assign/delegate work.

Strong ability to sense political climates in order to resolve challenging issues.  Ability to diffuse difficult situations with attorneys and staff.

Ability to multitask, follow detailed multi-step processes, organize and prioritize numerous tasks in a deadline-driven environment. 

Strong ability to proofread typed materials for grammatical, typographical or spelling errors.

Strong interpersonal skills necessary in order to communicate successfully either in person, by phone or e-mail.  Must be able to follow instructions very effectively from a diverse group of clients, attorneys and staff and provide information with ordinary courtesy and tact.

WORKING CONDITIONS:

The working conditions described below are representative of those related to this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The incumbent may be required to sit, stand, walk, talk or listen for extended periods of time.  Work occasionally requires a high level of mental effort and strain while producing a high volume of work related to essential and other duties.  Because of the volume of work performed by computer, the incumbent is required to spend a considerable amount of time typing and looking at computer monitors.