Supervisor – Document Services

Job Description

Supervisor Document Services (20-months contract)

Salary : Up to $95K (Based on Experience)

Hours : 6 : 00 PM 3 : 00 AM

Key Responsibilities

• Managing the intake process for all document production and document support requests (assessing, prioritizing etc). Ensuring document production processes are followed.
• Identifying and submitting recommendations for changes to procedures to Manager, NAT-DSG, when necessary.
• Ensuring the quality and accuracy of completed work meets the standards expected by the DSG clients.
• Compiling work tracking statistics and producing reports on department activities monthly and on an as needed basis.
• Acting as a liaison between DSG and its clients regarding workflow and to address concerns and / or issues.
• Ensuring DSG staffing levels are appropriate to meet client needs. This includes recruiting for overtime assistance when necessary and approving vacation or other absence requests, lunch breaks, back-up supports and coverage schedules statutory holidays, firm closure days etc.).
• 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.
• Supervising and directing all functional day-to-day activities /
• Monitoring and managing performance of direct reports.
• Supervising and motivating all staff including direct responsibility for performance management, development and training.

Making recommendations to Manager, NAT DSG regarding disciplinary actions and / or terminations.

• Participating in the hiring of new employees including assisting the Manager, NAT DSG with recruitment, screening, selection and orientation.
• Attending off hour events, meetings with team and management team as required.
• Conducting projects and other general duties.

Qualifications

• 5+ years of relevant document services experience in a law firm or professional services firm.
• Minimum 2-3 years’ experience in a supervisory position is preferred.
• College diploma in Office Administration, Legal Specializations or other related fields.
• Highly developed problem solving, decision making, conflict management and negotiation skills.
• Ability to visualize and deliver creative solutions.
• Works well under pressure and adjusts to changing needs of the Firm.
• Proven ability to multi-task while demonstrating composure and the ability to handle stress and tight timelines.
• Excellent interpersonal skills.
• Excellent communications skills in English (verbal and written) are required. Fluency in French would be considered an asset.
• Excellent transcription, spelling, proof-reading and editing skills; well organized, with meticulous attention to detail.
• Ability to transfer knowledge in an efficient, pleasant and effective way, using a variety of techniques.

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Tagged as : Document Mangement, Supervisor