Document Services Specialist
Description
Who We Are:
Lowenstein Sandler is one of the most sophisticated law firms in the United States, with over 400 lawyers and 300 business services professionals serving clients from offices in New York, Palo Alto, New Jersey, Utah, and Washington, D.C. We recruit candidates who seek a collaborative, entrepreneurial culture that prioritizes our clients, our colleagues, and the communities where we work and live. Committed to career development and to a diverse, equitable, and inclusive workplace, the firm offers many programs and opportunities for personal and professional growth. We seek professionals for our business services group who share these values.
What You Will Do:
The services offered by the Document Services Specialist include coordinating word processing workflow, editing complex documents, spreadsheets, and presentations, creating zip files, printing and delivering multiple e-mail attachments. Careful attention must be paid to formatting as documents must be accurate and look professional. This position requires extensive knowledge and experience with graphics, desktop publishing, database, file management and advanced word processing software packages.
- Coordinate flow of word processing work across offices as well as among day, night, and weekend staff.
- Create, revise and format complex legal documents, spreadsheets, and presentations, adhering to Firm policy and guidelines.
- Troubleshoot documents.
- Answer questions and provide technical assistance when required.
- Convert documents from Word to PDF or from PDF to Word.
- Clean-up and format scanned documents.
- Proofread work for accuracy prior to routing or returning to attorneys/employees.
- Transcribe audio files and tapes into letters, reports, marketing presentations and supporting handouts.
- Attend all mandatory training classes and remain current on available technology, utilizing it to the fullest.
- Accept change and work to incorporate change into daily work environment.
- Utilize various software applications to create marketing publications, pitch materials, intranet banners, firm event materials, etc.
- Minimum of 5+ years work experience in a WP department in a law firm.
- Ability to function effectively in stressful situations.
- Excellent organizational skills and ability to multi-task.
- Ability to coordinate workflow of word processing services across all offices.
- Ability to problem-solve and prioritize workload in order of importance to meet deadlines.
- Ability to work effectively as an independent operator, as workflow dictates.
- Ability to coordinate and communicate effectively with all levels of the organization.
- Ability to learn and effectively apply new software as required.
- Ability and willingness to teach and assist others when requested.
- Advanced Microsoft Word skills including Styles, Innova Numbering Suite, Best Authority and Tables of Contents.
- Advanced Excel, PowerPoint, Access, and Visio skills.
- Proficiency with QuarkXPress, Photoshop, and Microsoft Publisher.
- Proficiency with .pdf Docs, FileSite Document Management System and Microsoft Outlook.
- Ability to maintain reliable attendance record and punctuality.
- Excellent typing, spelling, grammar, and proofreading skills.
- Ability to provide excellent client service by maintaining a positive and professional attitude as well as comport oneself professionally when interacting with all levels of the organization as well as external clients, vendors, and the general public.
- Exhibit a desire to team with support staff, peers, attorneys, and administrators by demonstrating willingness to undertake additional responsibilities and assist others when requested.
Schedule: Full-time, Fully Remote, Monday through Friday, 1:00 pm - 9:00 pm ET
Amount of Travel Required: None
Disclaimers:
This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities required by employee.
Lowenstein Sandler LLP is not accepting resumes from search firms for this position. Regardless of past practice, all resumes submitted by search firms are to be deemed the sole property of Lowenstein Sandler LLP, and no fee will be paid in the event the candidate is hired by Lowenstein Sandler LLP as a result of the referral.
Lowenstein Sandler LLP is committed to equal employment opportunity and providing reasonable accommodations to applicants with physical and/or mental disabilities. We value and encourage diversity and solicit applications from all qualified applicants without regard to race, color, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, veteran status, gender identity, genetic information, or any other characteristic protected by federal, state, or local law.
