Document Specialist

Cooley LLP; Los Angeles (CA); On-site; USD 45,000 - 80,000; Full time

Benefits offered by this job

Medical benefits

Dental coverage

Vision coverage

Firm-paid life insurance

Paid time off

Job summary

Cooley LLP is seeking a Document Specialist to join the Document Processing team in Los Angeles. The role focuses on producing and processing documents, formatting to Cooley templates, and converting files across Word, Excel, PowerPoint, and Visio.

You will transcribe, proofread, and troubleshoot across MS Office apps, with strong attention to detail and the ability to work overtime when needed. Responsibilities include handling PDF conversions, Acrobat forms, secure transfers, and TOC/TOA

Qualifications

• Proficient in Microsoft Office and iManage.
• Available to work overtime and flexible schedule.
• Legal document processing experience preferred.

Responsibilities

• Create and format documents in Word/Excel/PowerPoint/Visio; reformat to Cooley templates.
• Convert documents to PDF and other formats; download and reformat from resources.
• Transcribe dictation; proofread edits for accuracy.
• Troubleshoot Word/Excel/PowerPoint issues; assist users via hotline.
• Create fillable forms in Acrobat; generate charts, graphs, tables as needed.
• Transfer documents via secure file transfer platforms; search internal sources.
• Log work and cost recovery information; perform redlines using Litera Compare.
• Handle multiple requests with attention to detail; adhere to deadlines.

Skills

MS Office

iManage

Typing

Litera Compare

Best Authority

Acrobat

Overtime flexibility

Doc processing support

Education

Bachelor’s degree

Tools

Litera Compare

Best Authority

iManage

Acrobat

IntApp

Job description

Position summary

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.

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

• 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. Document Specialist I: Minimum 1+ year prior document processing experience2. 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 simultaneouslyProven 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

Pay & Compensation

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.

Benefits & Perks

• 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

EEO Statement

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