DOCUMENT SERVICES SUPERVISOR

Position Summary
The Document Services Supervisor is responsible for creating, formatting, editing, and finalizing standard and complex legal documents in accordance with firm standards, court requirements, and client expectations, as well as managing workflow of Document Services Department. This role requires a high degree of accuracy, attention to detail, and the ability to work efficiently under time-sensitive deadlines. This position reports to the Document Services Manager and offers a hybrid schedule based in our NYC office.

Primary Job Functions

• Supervising Team: oversees the daily operations of the department, ensuring staff are effectively managed, workflows are organized, and deadlines are consistently met. This also includes providing guidance, monitoring performance, and supporting team members to maintain a high standard of accuracy and efficiency.
• Document Production and Formatting: creates, formats, and revises a wide variety of legal documents, including but not limited to pleadings, motions, briefs, contracts, correspondence, memoranda, and transactional documents. This includes applying consistent formatting in accordance with firm style guides, court rules, and client specifications.
• Proofreading and Quality Control: reviews all documents for typographical errors, grammatical mistakes, formatting inconsistencies, and adherence to firm standards prior to distribution or filing. This function requires meticulous attention to detail and a strong command of legal terminology.
• Document Comparison and Redlining: utilizes document comparison software to generate redlines and identify changes between document versions; proficient in tracking changes, accepting or rejecting revisions, and producing clean final versions.
• Table of Contents and Table of Authorities: creates and updates tables of contents and tables of authorities for briefs, motions, and other court filings. This includes verifying accuracy of page references and ensuring compliance with applicable court rules.
• Template Management: maintains and updates document templates to ensure consistency across the firm. This includes creating new templates as needed and modifying existing templates to reflect changes in firm standards or court requirements.
• Conversion and Formatting of External Documents: converts documents from various file formats, including PDF, into editable word processing formats while preserving formatting integrity. This function also includes cleaning up documents received from external sources.
• Time-Sensitive Document Production: manages workflow to meet critical deadlines, including court filing deadlines, EDGAR filings and client deliverables. This requires the ability to prioritize tasks, work under pressure, and coordinate with attorneys and staff to ensure timely completion of assignments.
• Edgar: oversees and coordinates the EDGAR filing process by working closely with paralegals to ensure all required information and documents are complete and accurate. Paralegals prepare and send the EDGAR documents directly to the Document Services department for entry into Transform. The Document Services Supervisor monitors workflow, provides guidance as needed, and helps ensure filings are processed accurately and within required deadlines. The Document Services Supervisor ensures each member of the department keeps the software on their laptop up to date.
• Collaboration and Communication: communicates effectively with attorneys, paralegals, and administrative staff to clarify document requirements, provide status updates, and resolve formatting or production issues. This includes responding promptly to requests and escalating concerns as appropriate.

Specific Skills, Knowledge and Abilities Required

• Must possess advanced proficiency in Microsoft Word, including styles, formatting, track changes, cross-references, bookmarking and automated features
• Familiarity with document management systems, PDF software, Excel, PowerPoint and legal citation formats is also required
• Type at a minimum of 80 wpm

Education and Experience

• College degree strongly preferred
• Legal word processing experience

Physical Requirements and Working Conditions
This position requires the ability to sit for extended periods, use a computer and telephone for prolonged periods, and occasionally lift or carry files and supplies weighing up to twenty (20) pounds. The position may require occasional overtime, including evening and weekend hours, to meet practice demands and deadlines. This is a hybrid position, meaning that there are in-person requirements working in a standard type office environment.

If you are interested in this position please email your resume to Marija at mtupanceska@friedmanwilliams.com