Legal Word Processing Manager

at  Parker Poe Adams Bernstein LLP

Become part of the Parker Poe team that – for more than a century – has represented many of the Southeast’s largest companies and local governments. We are a tight-knit firm that values the person beyond the lawyer or professional. Because of this, in addition to structured integration efforts, you will find that mentorship, professional development, and internal referrals happen organically. If you want to join a collaborative team providing sophisticated legal services – without losing sight of our calling to give back to our communities – this is the place to be.
Summary
The Legal Word Processing Manager is responsible for the direct supervision of a team of Legal Data Specialists and Legal Data Editors within our Shared Services/Legal Document team. This position manages the work flow to coordinate and delegate legal document work assignments including document processing, editing, conversions, and other projects. The Legal Word Processing Manager leads the team that functions in a fast-paced, high volume environment to provide attorneys and other professionals with the highest quality of service to meet client needs.
FLSA: Exempt
Direct Reports: Yes
Supervised by: Office Administrator
This position is available in Charlotte, NC.

Primary Duties and Responsibilities

• Recruit, train, manage and evaluate staff within the Shared Services/Legal Document team
• Manage schedules to provide appropriate coverage for two shifts to ensure workflow is handled in a timely and effective manner.
• Monitor work flow to accommodate all document processing and editing requests to meet critical deadlines. Confirm work requests are recorded in the system; perform and assign tasks as needed.
• Provide guidance and coaching to staff to complete assignments and assist with troubleshooting as needed. Tasks include generating or editing reports, forms, document comparisons, Table of Contents, Table of Authorities, document conversions, statistical tables, presentations, spreadsheets, and transcribing dictation, etc. Perform quality checks to identify training opportunities and ensure high quality work product.
• Assist the Records department with maintaining the off-site storage files database and indexing file boxes as needed.
• Coordinate requests for additional administrative support such as time entry, data entry, transcription, correspondence, printing, etc.
• Seeks ways to increase efficiency and effectiveness through training, new software, equipment, or other best practices. Implements and oversees policies and procedures to maximize department effectiveness.
• Comply with department and Firm policies and procedures and carry out additional duties as assigned by Office Administrator or other firm leaders.

Requirements

• Bachelor’s degree in business, business technology, English or a related field and a minimum of three years of experience managing a team in a law firm or professional services environment, or the equivalent combination of education and experience. Experience managing a legal document services team preferred.
• Expert knowledge of Microsoft Word, business document formatting, writing, grammar and spelling required. Technical certification in Microsoft Word preferred.
• Intermediate knowledge of Microsoft PowerPoint and Adobe Acrobat required. Technical certification in MS PowerPoint preferred.
• Intermediate knowledge of Microsoft Excel (required; advanced knowledge preferred, e.g., advanced formulas; knowledge of pivot/summary tables, data visualization skills, etc.)
• Familiarity with work flow systems, Best Authority software, dictation, and time entry software preferred.
• Proficient in fast and accurate typing; minimum 60 words per minute keyboarding.
• Exceptional interpersonal and customer service skills. Ability to respond to frequent, high demands in a professional and courteous manner.
• Ability to work independently under tight deadlines, managing multiple tasks simultaneously and accommodating rush requests.
• Excellent oral/written communication skills and time management/organizational skills.
• Self-disciplined with strong work ethic; motivated to seek out opportunities and conquer challenges.
• Ability to lead and thrive in a fast-paced, team environment working toward common objectives.
• Flexibility to work outside of scheduled hours, including evenings and/or weekends, to meet deadlines as necessary.

Parker Poe is an Equal Opportunity Employer and makes recruitment, employment, promotional and all other personnel decisions without regard to race, color, religion, national origin, age, sex, sexual orientation, gender identity, marital status, disability, veteran status or any other characteristic protected by law

• Recruit, train, manage and evaluate staff within the Shared Services/Legal Document team
• Manage schedules to provide appropriate coverage for two shifts to ensure workflow is handled in a timely and effective manner.
• Monitor work flow to accommodate all document processing and editing requests to meet critical deadlines. Confirm work requests are recorded in the system; perform and assign tasks as needed.
• Provide guidance and coaching to staff to complete assignments and assist with troubleshooting as needed. Tasks include generating or editing reports, forms, document comparisons, Table of Contents, Table of Authorities, document conversions, statistical tables, presentations, spreadsheets, and transcribing dictation, etc. Perform quality checks to identify training opportunities and ensure high quality work product.
• Assist the Records department with maintaining the off-site storage files database and indexing file boxes as needed.
• Coordinate requests for additional administrative support such as time entry, data entry, transcription, correspondence, printing, etc.
• Seeks ways to increase efficiency and effectiveness through training, new software, equipment, or other best practices. Implements and oversees policies and procedures to maximize department effectiveness.
• Comply with department and Firm policies and procedures and carry out additional duties as assigned by Office Administrator or other firm leaders