Document Specialist, Team Support

Job Description

At McCarthy Tétrault, we offer challenging and rewarding career opportunities and are delighted to have been selected for the eleventh consecutive year in 2023 as one of and one of . Our culture is built on professional excellence, collaboration, innovation, thought leadership and entrepreneurialism. We embrace inclusion in all its forms and we provide the tools and opportunities to help our people develop to their full potential.

This position can be based out of Calgary, Montreal, Toronto, Vancouver or Quebec City . This role benefits from a fully remote work schedule.

Schedule : Saturday-Sunday 8:30 am - 8:30 pm ET / Monday-Tuesday 8:00 am - 3:30 pm ET

As a Shift Lead, Document Services Group, you will be:

Team Lead

• Supporting the Supervisors with coordinating the intake process for all document production and document support requests (assessing and prioritizing workload, assigning requests etc.).
• Working with Document Specialists to ensure document production processes and guidelines are followed, reconciling client requests for accuracy as per Department processes and procedures. Identifying and submitting recommendations for changes to procedures to Supervisors, when necessary.
• Acting as a liaison between DSG and its clients regarding workflow and to address and resolve escalated concerns and/or issues.
• Monitoring process and procedures that impact metrics to ensure duties are performed efficiently.
• Developing style sheets, designing macros and templates, and mastering new presentation/word processing software, as needed. This includes implementing these within DSG or more widely as appropriate.
• Working with all Supervisors to ensure consistent information is shared from one shift to another.
• Coaching team members and training new staff in areas such as service quality, client service, standards and needs of the business.
• Other duties as assigned.

Document Specialist

• Creating 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.
• Proofreading and checking documents for appropriate formatting, spelling, grammar, and sense/clarity. Includes document version comparisons, checking for accurate revisions, and correcting document corruption.
• Developing understanding and working knowledge of the Firm’s procedures for the production of documents from the Firm’s precedents.
• Responding promptly to requests, meeting deadlines, and working cooperatively with other departments and individuals within the Firm.
• Applying word processing expertise to be able to work on complex legal and other documents.
• Proactively managing workload fluctuations while working with minimal supervision and direction.
• Performing quality control of own work, seeking clarification when necessary, and reviewing work of others as required.
• Offering assistance to other members of the team, including mentorship when required.
• Providing Firm-wide support for document production using Microsoft applications (e.g. Word, Excel, PowerPoint, Visio etc.).
• Documenting, logging, tracking and responding to calls, emails, voicemail and drop-bys for document support in a timely manner.
• Managing escalation and retaining problem ownership of document production and document production support (track call, research and update knowledgebase).

As our ideal candidate, you will distinguish yourself by the following profile:

• 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.
• Patience, flexibility and an ability to effectively manage difficult situations.
• Well organized with meticulous attention to detail and strong proof-reading skills.
• Capability to adapt 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.

As a member of the McCarthy team, you will have access to:

• 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.

We thank all applicants for their interest in McCarthy Tétrault; however, only chosen applicants will be contacted. We regret that we are unable to respond to individual inquiries about application status. McCarthy Tétrault is an equal opportunity employer that fosters an inclusive, equitable, and accessible environment. Please notify us if you require accommodation at any time during the recruitment process.