Document Specialist I (Night Shift - 6:00pm-1:30am)

Ropes & Gray - New York, NY

Full-time
About Ropes & Gray

Ropes & Gray LLP is a preeminent global law firm focused on providing the highest-quality advice on our clients’ critical legal and business issues. Our global team of 2,500 talented professionals regularly helps clients meet high-stakes challenges, solve complex problems and achieve key goals. These colleagues work together across a global office network that includes offices in Boston, Chicago, Hong Kong, London, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Tokyo and Washington, D.C.

We are a contemporary firm that can bring more than 150 years of legal and institutional history to bear on the challenges clients face in today’s 24/7 global business environment. Our collaborative approach gives our clients—which include many of the world’s most respected companies and institutions—ready access to leading corporate, litigation, transactional and regulatory lawyers whose knowledge and experience span industries and geographies.

With an international presence, we focus on a number of key industries, including private equity; asset management; life sciences and health care; investment banking; technology, media and telecommunications; and consumer and retail. Our clients include global industry leaders, financial institutions, investment firms, private equity firms, hospitals and health care organizations, educational institutions, and individuals.

We have consistently been recognized for our leading practices in many areas, including private equity, M&A, finance, asset management, real estate, tax, antitrust, life sciences, health care, intellectual property, litigation & enforcement, privacy & cybersecurity, and business restructuring.

Ropes & Gray is an equal opportunity employer.

JOB SUMMARY:
Creates and edits legal documents such as briefs, letters, charts, forms, graphics, and other written material. Highly proficient at an intermediate level in a variety of software programs including: MS Word, Excel, PowerPoint, Changepro, FileSite, Express Scribe, Adobe Acrobat, InterAction, RightFax, WinZip, DTE, Psship and other software related to the core functions of the document processing department.

ESSENTIAL FUNCTIONS:
Prepares correspondence, memoranda and other legal and non-legal documents in an accurate and timely manner; proofreads and quality checks each document for content, context and accuracy. Checks completed work for spelling, grammar, punctuation and proper formatting.

Performs administrative tasks such as photocopying, preparing labels, setting up file folders, scheduling conference calls and meetings.

Prints large jobs from websites, email, CD/DVDs or flash drives.

Inputs time entry using DTE.

Makes travel arrangements using Axiom.

Converts documents from PDF to WORD.

Formats, edits and styles basic to complex WORD documents including mail merge, large input and tables. Generates TOC and TOA.

Creates PDF portfolios using Adobe Professional.

Transcribes from dictation tapes.

Works cooperatively with identified team members and all other Ropes & Gray employees.

Maintains a detailed work productivity log.

Provides a superior level of customer service.

Effectively communicates with department management, proactively offering ideas and solutions when issues arise.

Actively participates in on-going training initiatives and independently seeks opportunities to enhance and improve skills.

Creates documents from dictation, tape transcription or other written materials.

Follows departmental processes in order to accomplish tasks. Seeks guidance from coordinator when issues, conflicts or questions arise.

Understands and supports firm policies and procedures.

Maintains confidentiality in all client and firm matters.

Interacts and communicates courteously and professionally with all Ropes & Gray clients and employees.

Operates office machines, such as photocopier, scanner, fax machine, multi-function device and telephone system.

Assists with software application testing, as assigned.

Exercises good judgment when handling work requests and appropriately manages tasks from one shift to the other.

OTHER RESPONSIBILITIES:
Performs other work-related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:
65 wpm typing with expert proficiency in MS Office (Word, Excel, PowerPoint).

Highly proficient in a variety of software programs including: MS Word, Excel, PowerPoint, ChangePro, FileSite, Express Scribe, Adobe Acrobat, InterAction, RightFax, WinZip, DTE, Psship and other software related to the core functions of the document processing department. Legal experience and/or professional services experience preferred.

Excellent verbal, written, organizational and interpersonal skills with sharp attention to detail. Ability to handle multiple tasks simultaneously and meet deadlines.

Must be able to collaboratively work as a part of a team in a fast paced, deadline driven environment.

ESSENTIAL CAPABILITIES:
Ability to maintain confidential information.

Courteous, professional, flexible and able to work independently, as well as under the direction of attorneys, paralegals, administrative staff, clients and management.

A team player demonstrating exemplary service awareness.

Ability to demonstrate initiative, be proactive and learn and adapt to new systems.

Reliable and punctual.

Ability to perform under tight deadlines while maintaining a thoughtful and courteous manner.

Ability to prioritize and multi-task for efficient and effective work production.

Ability to be a proactive, self-starter.

Must be flexible in order to respond quickly and positively to shifting demands and opportunities; ability to work under tight deadlines and handle multiple, detailed tasks.

Ability to work in a cross functional multi-office environment.

Ability to work effectively in a culturally diverse environment.

Must pay attention to details and have the ability to follow up and follow through.

WORKING CONDITIONS:
The work schedule varies based on shift and business need.

Normal office environment.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of essential functions, responsibilities or requirements.