Great opportunity working with a mid-size law firm
Work Schedule
Compressed shift: Thursday, 7:00 a.m. – 7:30 p.m. & Friday/Saturday 7:00 p.m. to 7:30 a.m.
Position Summary
The Word Processing Supervisor is responsible for the direct supervision of a team of word processors, document specialists and proofreaders. Work involves coordinating and delegating word processing work assignments received from our offices worldwide to members of the Word Processing team. The Word Processing Supervisor is also responsible for performing other essential administrative functions such as implementation of procedures, records management and work performance evaluations. In addition, the Word Processing Supervisor is responsible for providing the highest quality of service to our clients and other individuals at the firm.
Essentials Duties and Responsibilities
Typical responsibilities include, but are not limited to, the following:
Accommodates all word processing requests taking into consideration assigning the work to the appropriate staff and monitoring the work throughout the shift in an effort to meet critical deadlines
Provides guidance to staff on how best to complete assignments with the hardware/software available at the firm
Troubleshoots problematic documents
Records all work request information into a database log
Ensures that each shift is staffed accordingly
Possesses the ability to multi-task
Reads and acknowledges incoming email requests and prepares routine correspondence in a timely manner
Answers the telephone and gives information to callers, assists with work requests, and routes calls, if necessary, to the appropriate contact
Composes and prepares correspondence relating to work requests and personnel issues
Records and maintains employee attendance information in Workday
Files correspondence and other Word Processing Department records
Prepares end of shift status report for work requests
Assists other departments during off hours with conflict searches, conference room reservations, travel reservations, computer support backup, Edgar requests, Graphics overflow, taxi reservations, and client requests.
Prepares, presents, and follows-up on staff evaluations
Identifies problems with performance and develops solutions to those problems
Attends departmental meetings as necessary
Monitors temps and ensures that paperwork is accurate and complete
Understands and implements policies, procedures, and practices in a fair and positive manner
Regularly monitors the accuracy, completeness, and timeliness of work requests
Informs lawyers on a timely basis if there will be a problem meeting a deadline
Provides professional customer service to all individuals at the firm and serves as point of contact for information concerning office services and responds to inquiries within established guidelines
Performs special projects as required
Advises employees when unusual work situations arise and when new procedures are instituted
Qualifications / Position Requirements
Experienced in effective supervisory functions
Advanced level proficiency in Word, Excel, PowerPoint, Visio and Acrobat
Leadership ability
Effective communication and sound judgment
Flexible
Excellent attendance and punctuality
Considerable knowledge of and the ability to use computers and software applications currently being used at the Firm
Demonstrated ability to organize, direct, and perform high level supervisory duties in a manner conducive to full performance and high morale
Demonstrated ability to identify problems in the office and develop appropriate and feasible solutions
Ability to maintain personnel records and prepare reports and correspondence accurately and efficiently
Excellent writing skills and the demonstrated ability to develop written reports, correspondence, and action plans
Ability to express ideas concisely and clearly, orally and in writing
Considerable interpersonal skills, including the ability to establish and maintain effective working relationships with others
Ability to comply with departmental procedures, practices and firm policies
Ability to handle confidential material in a discreet manner
Education and/or Experience
A minimum of 10 years of Word Processing experience, including 5 years of Word Processing supervisory experience.
Legal or financial center experience is preferred.
