Document Specialist

About Ropes & Gray:

Ropes & Gray is a preeminent, global law firm. The firm has been ranked in the top-three on The American Lawyer's prestigious "A-List" for seven years and is ranked #1 on Law.com International's "A-List" in the U.K. - rankings that honor the "Best of the Best" firms.

The firm has approximately 2,500 lawyers and professionals serving clients in major centers of business, finance, technology, and government in Boston, Chicago, Dublin, Hong Kong, London, Los Angeles, New York, San Francisco, Seoul, Shanghai, Silicon Valley, Singapore, Tokyo and Washington, D.C.

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

Ropes & Gray is an equal opportunity employer.

Creates and edits legal documents such as briefs, letters, charts, forms, graphics, and other written material.  Expert in a variety of software programs including: Microsoft Office Suite —Word, Excel, PowerPoint, Compare (document comparison software), iManage, DocX Tools, transcription software, Visio, Adobe Acrobat,  InterAction, RightFax, WinZip, EDGAR/SEC filing, and other software related to the core functions of the document processing department.  Subject Matter Expert (SME) with excellent software skills.  Experience with SEC filings is highly preferred.

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.
• Formats, edits and styles complex WORD documents at an advanced level, including mail merge, large input and tables, TOC and TOA.
• Assists as a backup to the coordinator by performing intake review on general job requests.
• Maintains shift logs, assigned job requests and special projects and ensures deadlines are met.
• Interacts and communicates with customers, responds to general inquiries and assists attorneys/staff with general questions. Communicates courteously and professionally with all Ropes & Gray clients and employees.
• Creates, edits and formats complex technical drawings, graphics and organizational charts.
• Coordinates and manages large and complex document production projects, including documenting detailed instructions, expectations and context, and provides clear, direct, communication of requirements and project goals.
• Generates reports using Contract Companion.
• Troubleshoots and resolves issues related to document corruption   and inconsistent styles.  
• Creates PDF portfolios using Adobe Professional.
• Works cooperatively with 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 department 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.
• Assists as back-up workflow coordinator, as requested – on an as-needed basis.
• Exercises good judgment when handling work requests and appropriately manages tasks from one shift to the other.
• Takes initiative to stay current with new approaches and changes in technology relating to document processing software.

OTHER RESPONSIBILITIES:

Performs other work-related duties as assigned.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• 3+ years of document processing experience.
• 70 wpm typing with expert proficiency in MS Office (Word, Excel, PowerPoint).
• Experience in MS Word, Excel, PowerPoint, Compare (document comparison), iManage, DocX tools, EDGAR/SEC filing, transcribing software, Visio, Adobe Acrobat, InterAction, WinZip, 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 a sharp attention to detail, the ability to handle multiple tasks simultaneously and meet deadlines.
• Must be able to interact collaboratively 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 show initiative, be proactive and learn and adapt to new systems.
• Reliable and punctual.
• Ability to perform under tight deadlines.
• 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 be highly collaborative — even in a remote working 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.

Ropes & Gray is proud to offer a comprehensive Total Rewards package to our business support team members. The firm also offers comprehensive health and well-being benefits, personal and professional development, career growth opportunities and a collegial and supportive culture. The anticipated pay range for this role is $65,000 - $95,000 which represents our good faith and reasonable estimate of the starting salary range at the time of posting. In addition, this role is eligible for a discretionary bonus based on performance. The actual offered rate for this position will be determined based on job-related, non-discriminatory factors, including qualifications and experience, geographic location, education, external market data and consideration of internal equity.

WORKING CONDITIONS:

The work schedule may vary based on shift and business need.

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.