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Position(s) I am Applying for

Document Specialist - Document Production and Support Services - Philadelphia

SUMMARY:  For the Secretarial Services department, works with various word processing and other software applications in order to produce documents for attorneys and staff according to established policies and procedures: e.g., Microsoft Word, PowerPoint, Excel, Adobe, Visio, ChangePro, BigHand and Abbyy.  Possible knowledge of ChemDraw, PhotoShop or PaintShop Pro preferred but not required.

 

ESSENTIAL FUNCTIONS:

  • Operates a computer with multiple software applications in order to transcribe digital dictation, handwritten edits and process a variety of documents. Types, revises and finalizes Word documents, including correspondence, memoranda, pleadings, reports and other legal and non-legal related items for the firm’s practice and administrative areas. Creates and maintains appropriate formatting utilizing DM formatting. Creates and/or revises Adobe, Word forms, PowerPoint presentations and Excel spreadsheets.
  • Thoroughly reads instructions accompanying material or follows verbal instructions from supervisor or person requesting document to determine format and content.
  • Maintains a high level of accuracy and neatness for all related documents. Proofreads and edits documents for grammar, spelling, punctuation and formatting. Makes appropriate corrections.
  • May input data for revisions or editing using digital scanning devices.
  • Ability to organize and prioritize numerous tasks and complete them under strict time constraints. Possess the ability to multi-task.
  • Operates standard office equipment, including copiers, digital dictation, facsimile, and telephone.
  • May record work to be billed to clients.
  • Keeps record of work performed in our document filing system. Appropriately stores completed documents. Prints documents, loads paper in printer and changes ink cartridges, as necessary.
  • Interacts positively with clients, attorneys and staff; observes confidentiality of client and other firm matters.

ADDITIONAL FUNCTIONS:

Works closely with administrative support staff.  Maintains a team orientation towards work. 

Performs other related duties, as requested.

QUALIFICATIONS (EXPERIENCE, KNOWLEDGE, SKILLS AND ABILITIES):

  • Minimum of three years’ word processing experience, law office experience preferred.
  • Ability to transcribe documents, correspondence and reports from rough draft, dictation or transcription at a level of 70 w.p.m.
  • Ability to read and write in order to proof and perform minor editing (e.g., punctuation, grammar, spelling) of routine law office correspondence and legal case matters. Ability to update document profiles on our electronic systems at a level normally acquired through completion of high school or equivalent.
  • Possesses a high level of technical competency using various software packages. Understands all aspects or have the ability to acquire the firm’s word processing software packages. Familiarity with firm forms, document formats and printing requirements preferred.
  • Ability to organize and prioritize numerous tasks and complete them under time constraints.
  • Ability to proofread typed material 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.
  • Work occasionally requires more than 35 to 40 hours per week to perform the essential duties of the position; may require irregular hours; punctuality is essential for this function.

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 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.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not a contract or employment agreement and is not to be construed as an exhaustive statement of all functions, responsibilities or requirements.