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Document Specialist

3 months ago

Cottage Grove, Minnesota, United States Hogan Lovells Full time
Keen to become part of a truly global, collaborative team of professionals? Your journey begins here.
Hogan Lovells is seeking a Document Specialist for our Administrative Support Team.

This role is responsible for assisting all internal clients, including but not limited to lawyers, paralegals, business development professionals and other staff with document preparation and troubleshooting, using supported software, with a focus on client service.

This role provides expert level document support services, requiring the incumbent to have advances skills in all Microsoft Office applications.

To meet client service expectations in a global environment, the document services function operates 24 hours per day, 7 days per week and this particular role will have responsibility for working at least one weekend shift.

Standard hours may vary based on the individual position and the firm's needs. In addition to document production, this role may be involved in telephone help support and general office support.

Additional responsibilities are as follows:

  • Document production and editing utilizing Windows 7, Microsoft Office 2010 (Word, Excel, and PowerPoint), Microsoft Outlook, Visio, Litera Change Pro, Nuance PDF Converter, Adobe Acrobat, iScrub, Best Authority, Carpe Diem, document management systems such as iManage and/or DM5 and any other related new or updated software provided by the firm or required by the client.
  • Assist with document conversion and clean-up; Create and revise complex legal documents adhering to firm styles and guidelines. This often involves troubleshooting and repairing problem documents.
  • Creates, formats, revises, produces and prints complex legal documents according to specific jurisdictional and client requirements (i.e., Excel spreadsheets, charts, diagrams, PowerPoint presentations, data room sites, etc.) that require advanced software skills. Facilitate the creation and editing of Tables of Authorities, Tables of Contents, paragraph numbering, references, foot notes, tables, diagrams, etc.
  • Data entry utilizing various software applications and/or transcription of analog or digital dictation.
  • Provides help desk support functions to troubleshoot application questions.
  • Acts at an expert level for internal clients relating to document production, requiring the incumbent to stay abreast of technology and software changes.
  • Creates and edits forms and pdfs.
  • Assists with setting up client specific extranets for document management activities.
  • Generates comparison documents as needed.
  • Burning CD/DVDs and preparation of labels.
  • Create CD closing binders that contain hyperlinked indexes and bookmarking PDF's.
  • Assists with mailings by creating mail merged documents and labels.
  • Completes all assigned duties in a timely manner for all offices globally.
  • All members of the firm are expected to participate in our Global Citizenship program.
  • Other duties and/or projects as assigned, some of which may be location specific.

QUALIFICATIONSREQUIRED SKILLS
  • Minimum typing speed of 70 wpm.
  • Advanced knowledge of Windows 7, Microsoft Office 2007, Microsoft Office 2010 (including Word, Excel and PowerPoint), Microsoft Outlook, Best Authority (or similar program), Litera ChangePro (or similar program); Familiarity with Visio, Carpe Diem, iScrub and other similar software.
  • Proficient in iManage or similar document management system.
  • Proficient knowledge of various HP and Xerox printers, copiers and scanners.
  • Knowledge of graphics programs such as Adobe Photoshop, Illustrator or desktop publishing.
  • Ability to work through complex document mark-ups and instructions in a timely manner.
  • Ability to juggle various assignments, produce accurate documents in a fast-paced, deadline-oriented environment.
  • Excellent verbal and written communication skills.
  • Demonstrated ability to meet obligations with confidentiality, integrity and sensitivity.
  • Must deliver high quality client service to our internal customers.
  • Flexibility to work overtime and have flexibility to work evenings and weekends based on firm needs.
  • Knowledge and proficiency in second language highly desirable.

EDUCATION, CERTIFICATIONS, AND/OR EXPERIENCE
  • Three (3) + years of word processing/legal secretarial experience, preferably at a law firm.
  • Microsoft Office Certification
  • Microsoft Office Specialist 'MOS' preferred.
  • Additional college and technical training preferred. Associate degree or bachelor's degree in relevant field desirable.
This position is posted in multiple locations.

In New York, the annualized salary range for this position is $62,700 to $91,000 depending on the candidate's overall experience and other job-related factors permitted by law.

Full time employees may be eligible for a discretionary bonus.

In addition, full time employees as well as some part time employees, will be eligible for the firm's fringe benefits as they currently exist.

Hogan Lovells is an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, age, national origin, disability, sexual orientation, gender identity or expression, marital status, genetic information or protected Veteran status.

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