Document Production Center Specialist

Type

Permanent - Full Time

Location

VC

Job Role

Secretary



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Summary

A Document Production Specialist is responsible for providing exceptional document production services to the firm and must possess highly technical abilities utilizing the Firm's many software programs and document management systems.  Specialist must also possess and exhibit excellent written and verbal communication skills. 

 

Scope of Responsibility

This Document Production Specialistwill provide remote document production services.  The Specialist, as a member of Global-DPC will process work sent to the Global-DPC mailbox, from all the firm's jurisdictions, documenting the work performed as required.  The below list of functions is not exhaustive.  It is intended to describe the general content and requirements for this position. 

 

Primary Functions:

  • Produce accurate, high quality work from audio and script work by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, graphics using any of the firm's software including, but not limited to Microsoft Office, Best Authorities, Litigation Program, Innova, HotDoc, DocXTools (full version) Adobe Pro, Fine Reader and Filesite.
  • Communicate effectively within the members of the Global-DPC.
  • Process work sent to the Global-DPC team having regard to the house style and requirements of the relevant jurisdiction
  • Complete an on-line Global-DPC workflow system record for each job undertaken
  • Troubleshoot and provide expert technical advice to end-users requiring software assistance
  • Identify own training and development needs and request training, as necessary
  • Keep all client/attorney information confidential

 

 

Skills and attributes:

  • Typing speed of 80 wpm minimum
  • Excellent Word skills
  • Excellent Excel skills
  • Excellent PowerPoint skills
  • Good written and verbal communication skills
  • The ability to manage self and prioritise workload effectively, with the ability to multi-task
  • Organised and accurate with a high level of attention to detail
  • Highly self-motivated and goal focussed
  • Computer literate
  • Must be flexible, co-operative and a good team player
  • Calm and not easily ruffled
  • Work well under pressure
  • Commitment to support others
  • Ability to use own initiative
  • Excellent timekeeping
  • Good technical skills with the ability to adapt, think laterally and utilize software to produce the desired documents/outcomes
  • Ability to work in a multi office environment dealing with a variety of cultures and local subject types
  • Familiarity with legal terminology
  • Excellent administrative skills
  • Highly self-motivated and goal focused
  • Must be flexible, able to work as a member of a team and also independently
  • Work well under pressure

Technical Skills           

Word

  • Produce, reformat into house style and edit as requested complex documents at an advanced level of program expertise
  • Create, edit and apply styles
  • Advanced ability to work with tables
  • Create mail merges using the mail merge wizard for documents and labels
  • Able to use Workshare Compare
  • Experience working with track changes
  • Ability to troubleshoot and repair corrupt documents including issues with table of contents and numbering schemes

 

Excel

  • Add and wrap text
  • Insert, modify and delete rows and columns
  • Enter basic and advanced formulas
  • Change page orientation and page margins
  • Copy and move data
  • Use hide/unhide and freeze panes
  • Format cells as required using font, alignment, number, borders and patterns
  • Re‐scale for printing on letter and legal paper and set print area

 

PowerPoint

  • Enter text in a slide, amend font style, size and tabs
  • Create WB house style presentations from external source presentations
  • Create presentations office templates from any Withers office
  • Create flowcharts using connectors and grouping
  • Visually enhance flowcharts using colors, fill, scaling and rotation
  • Insert Clipart and WordArt
  • Use animation and slide transitions
  • Resize slides

 

PDFs

  • Ability to password protect
  • Capable of converting pdfs to Word, Excel or PowerPoint
  • Create fillable pdf forms
  • Redact information contained in pdf
  • Make pdfs searchable
  • Ability to create indexes, insert automatic page numbering and bookmarks
  • Edit text

 

Areas of focus and responsibilities

  • Produce accurate, high quality and to the standardised requirements, typed work, from audio and script work, using any of the firm’s software packages and document management systems. Examples include:
    • Transcripts of Zoom meetings or voicemails
    • Minutes of meetings
    • Attendance notes
    • Letters, memos or emails
  • Produce and reformat documents into house style
  • Use Workshare comparisons of documents
  • Use DocXTools to apply styles and automate cross references
  • Complete Excel spreadsheet tasks, examples include:
    • Add and wrap text
    • Insert, modify and delete rows and columns
    • Enter basic formulae
    • Change page orientation and page margins
    • Copy and move data
    • Use hide/unhide and freeze panes
    • Format cells as required using font, alignment, number, borders and patterns
    • Re-scale for printing on A4 and A3 and  US paper sizes (letter/legal) and set print area
  • Complete PowerPoint presentations or make amendments, examples include:
    • Enter text in a slide – amend font style, size and tabs
    • Create house style presentations from external presentations
    • Create presentations using other Withers’ office templates
    • Visually enhance flowcharts using colours, fill, scaling and rotation
    • Insert Clipart and WordArt
    • Resize slides from A4 to A3 or to US paper sizes
    • Manipulate Master slides
  • Good working knowledge of Filesite or similar document management system, creating and saving work within specified areas and re-filing documents

 

This list of duties and responsibilities is not exhaustive.  It is intended to describe the general content of, and requirements for the performance of this job, and as such, the role may also include the undertaking of additional tasks as required.

 

Filesite

  • Functional working knowledge of Filesite to create and appropriately name and save work in specific folders and sub-folders
  • Re‐file documents into Filesite after completing work as requested

EDUCATIONAL REQUIREMENTS:

  • Bachelor’s degree strongly preferred, but combination of work experience and education will be considered

 

PRIOR WORK EXPERIENCE REQUIRED:

  • 5+ years as a document production specialist  handling high volume of document processing in a law firm

 

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