Document Specialist

Cooley LLP; Chicago (IL); On-site; USD 69,000 - 121,000; Full time

Benefits offered by this job

Medical benefits

Dental and vision

Health savings account

Paid time off 20 days

10 holidays per year

Parental leave benefits

Job summary

Cooley LLP in Chicago seeks a Document Specialist to join the Document Processing team. The role handles document production, formatting in Word/Excel/PowerPoint/Visio, and conversion of PDFs to maintain firm templates and standards.

You will support colleagues across domestic and international locations, perform transcription and redlines with Litera, troubleshoot software issues, and ensure accuracy and timely delivery of high-profile legal documents.

Qualifications

• Proficient in Microsoft Word, Excel, PowerPoint; able to format to firm templates.
• Experience with legal document processing and cross-location support.
• Fast, accurate typing and strong attention to detail.
• Knowledge of iManage, Acrobat, Litera, and Best Authority is preferred.

Responsibilities

• Create and revise documents in Word, Excel, PowerPoint, and Visio.
• Convert documents from PDFs and other formats; reformat to templates.
• Transcribe dictation; proofread edits for accuracy.
• Troubleshoot Word/Excel/PowerPoint issues; support multiple time zones.
• Produce tables, charts, and authorities lists; manage PDFs in Acrobat.

Skills

Proficient Microsoft Office suite

iManage

Typing

Multi-location support

Excellent English

Education

Bachelor's degree

Tools

Microsoft Word

Excel

PowerPoint

Visio

Acrobat

Litera Compare

Best Authority

iManage

eDictation

IntApp

Job description

Document Specialist

Cooley is seeking a Document Specialist to join the Document Processing team.

Position summary: The Document Processing Specialist is responsible for providing document production and processing support.The Document Processing Specialist will work together with other document processing specialist and/or proofreader team members across both domestic/international locations and schedules in an effort to provide the highest level of customer service and quality in an effort to provide the highest level of customer service and quality. Responsibilities include, but are not limited to the following:

Schedule for Work Week :

• Wednesday-Friday 3:30 PM-2:00 AM (PT)

  Saturday 11:30 AM-10:00 PM (PT)

Position responsibilities:

• Create new documents and revise existing documents in Microsoft Word, Excel, PowerPoint, and Visio using conversion of electronic file or new input typing, or by downloading and reformatting documents from Internet resources such as EDGAR databases
• Reformat existing documents into Cooley templates and standard or custom formats
• Convert documents to Word, Excel, PowerPoint and Visio from a variety of applications and file formats, such as pdf
• Transcribe analog or digital dictation files
• Proofread all edits made or word-for-word for new input, or conversion projects for accuracy
• Troubleshoot issues in multiple software applications, including Word, Excel and PowerPoint
• Answer hotline calls, proxy on to user workstations and respond and resolve user document and software issues
• Create fill-in forms in Acrobat
• Create charts, graphs, tables and spreadsheets as requested
• Use email, including email with multiple attachments
• Transfer documents to/from secure file transfer platforms
• Conduct Internet, intranet, network and archive searches, as requested
• Download/Save/Print to PDF from various Data Sites
• Mark and generate Table of Contents and Table of Authorities (utilizing Best Authority)
• Perform redlines using Litera Compare and native Word
• Log work and cost recovery information
• All other duties as assigned or required

Skills & experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime and flexible schedule, as required
• Knowledge of Microsoft Office Suite, iManage, Visio, Acrobat, IntApp, eDictation, Litera, Compare and Best Authority
• Fast and accurate typing
• General understanding of personal computers
• Previous experience supporting multi-locations and time zones
• Previous legal document processing experience:
• 1. DocumentSpecialist I: Minimum 1+ year prior document processing experience
• 2. Document Specialist II: Minimum 5+ years prior document processing experience with proven software knowledge and document expertise

Preferred:

• Bachelor's degree

Competencies:

• Ability to professionally handle conflicting demands under extreme time constraints from practitioners and business professionals
• Ability to work independently and under pressure in a sedentary manner for long periods of time
• Excellent command of English language
• Ability to interact with team members at all levels in a professional and respectful manner at all times
• Ability to work through complex legal document markups and instructions in a timely and accurate manner
• Ability to prioritize various requests and deadlines simultaneously
• Proven ability to perform complex work in a timely manner and meet strict deadlines
• Exceptional attention to detail
• Familiarity with legal terminology and a variety of document formats used in legal work
• Reliable and punctual

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $33.00 - $58.00 ($68,640.00 - $120,640.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.