Document Specialist, Team Support

2 weeks ago

Toronto, Ontario, Canada Mc Carthy Tetrault Full time

Job Summary

We are seeking a highly skilled and experienced Document Specialist to join our team at McCarthy Tétrault. As a key member of our Document Services Group, you will play a critical role in ensuring the efficient and effective production of high-quality documents.

Key Responsibilities

  • Support the Supervisors in coordinating the intake process for all document production and document support requests, assessing and prioritizing workload, assigning requests, and ensuring that document production processes and guidelines are followed.
  • Work with Document Specialists to reconcile client requests for accuracy as per Department processes and procedures, identifying and submitting recommendations for changes to procedures to Supervisors when necessary.
  • Act as a liaison between DSG and its clients regarding workflow and to address and resolve escalated concerns and/or issues.
  • Monitor process and procedures that impact metrics to ensure duties are performed efficiently.
  • Develop style sheets, design macros and templates, and master new presentation/word processing software as needed, implementing these within DSG or more widely as appropriate.
  • Work with all Supervisors to ensure consistent information is shared from one shift to another.
  • Coach team members and train new staff in areas such as service quality, client service, standards and needs of the business.
  • Other duties as assigned.

Document Specialist Responsibilities

  • Create various legal and other documents through copy typing, transcription, scanning or other methods.
  • Document work includes converting styles, performing mail merges, inserting media into presentations, cross-referencing, indexing, creating tables (including financial tables), working with graphs and objects, using graphics applications, etc.
  • Proofread and check documents for appropriate formatting, spelling, grammar, and sense/clarity, including document version comparisons, checking for accurate revisions, and correcting document corruption.
  • Develop understanding and working knowledge of the Firm's procedures for the production of documents from the Firm's precedents.
  • Respond promptly to requests, meet deadlines, and work cooperatively with other departments and individuals within the Firm.
  • Apply word processing expertise to be able to work on complex legal and other documents.
  • Proactively manage workload fluctuations while working with minimal supervision and direction.
  • Perform quality control of own work, seeking clarification when necessary, and reviewing work of others as required.
  • Offer assistance to other members of the team, including mentorship when required.
  • Provide Firm-wide support for document production using Microsoft applications (e.g. Word, Excel, PowerPoint, Visio, etc.).
  • Document, log, track, and respond to calls, emails, voicemail, and drop-bys for document support in a timely manner.
  • Manage escalation and retain problem ownership of document production and document production support (track call, research, and update knowledgebase).

Requirements

  • Post-Secondary Diploma with specialization in legal/office or equivalent experience.
  • Minimum 4 years of experience in a professional work environment with 3 years of relevant document services experience.
  • Knowledge of legal terminology, documents, and procedures an asset.
  • Excellent communications skills in English (verbal and written) are required. Fluency in French would be considered an asset.
  • Excellent interpersonal skills and telephone manners with customer service-oriented approach.
  • Highly developed analytical, problem-solving, decision-making, conflict management, and negotiation skills.
  • Ability to communicate in a variety of ways in order to ensure understanding and influence the outcome of situations.
  • Patient, flexible, and able to effectively manage difficult situations.
  • Well-organized with meticulous attention to detail and strong proof-reading skills.
  • Capable of adapting to different work schedules (week, weekends, and statutory holidays where applicable).
  • Confident in working independently, prioritizing, and making day-to-day decisions, with the judgment to seek supervisory assistance when appropriate.

What We Offer

  • Outstanding benefits from day one, including insurance premiums paid by the Firm and wellness and technology reimbursements.
  • Competitive compensation, paid overtime, and generous time off, including a day off to volunteer and a day off for your birthday.
  • A commitment to professional development and growth opportunities for our people at all levels, supported by a culture that fully embraces and encourages two-way feedback.
  • Strong community involvement and a commitment to equity, diversity, and inclusion.
  • A collaborative, cohesive culture that connects lawyers and business teams through collective purpose.

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