The Document Specialist is responsible for providing advanced document production, formatting, editing, and technical support for legal and business documents. This position serves as a subject matter expert in Microsoft Office 365, Adobe Acrobat, and specialized legal document production software, ensuring that all documents meet firm standards for accuracy, consistency, and professional presentation. The Document Specialist creates, revises, troubleshoots, and quality-checks complex documents, including contracts, pleadings, transactional documents, presentations, closing binders, tables of contents, tables of authorities, and redlined materials. The role requires exceptional attention to detail, strong problem-solving skills, and the ability to manage multiple priorities in a fast-paced professional services environment while delivering high-quality work and excellent client service.
Compensation Disclosure: In compliance with applicable pay transparency laws, the salary range for this position in
New York is $85,464 - $106,830 annually.
Primary Responsibilities:- Create, format, revise, and proofread complex legal and business documents using Microsoft Office 365 and Adobe Acrobat.
- Apply advanced Microsoft Word features to produce high-quality documents that comply with firm formatting standards, including styles, templates, numbering, cross-references, tables, and document automation tools.
- Troubleshoot and resolve document formatting and production issues, ensuring consistency, accuracy, and professional presentation.
- Utilize document productivity software and add-ins to enhance document creation and editing, including but not limited to:
- DocXTools for document cleanup, formatting, and metadata management.
- MultiLevel Styles for creating, editing, and maintaining numbering systems and paragraph styles.
- Contract Companion for managing tables of authorities, cross-references, defined terms, and citation review.
- Litera Compare for comparing and analyzing Word, Excel, PowerPoint, and PDF documents.
- Prepare and edit complex legal documents, including pleadings, agreements, closing binders, tables of contents (TOCs), tables of authorities (TOAs), redlines, briefs, and transactional documents.
- Create, revise, and maintain document templates and style standards to support firm-wide consistency and efficiency.
- Utilize Adobe Acrobat Pro to create, edit, secure, combine, redact, and manage PDF documents.
- Convert documents between formats while preserving formatting integrity and ensuring quality control.
- Use transcription tools and software to produce and edit documents from dictated content and audio files.
- Conduct thorough quality reviews to ensure accuracy in formatting, grammar, punctuation, citations, numbering, and document presentation.
Other Duties: - Promote adherence to firm document standards, best practices, and document production procedures.
- Provide guidance and support to attorneys and staff regarding document formatting and production requests.
- Assist with special projects, process improvements, and implementation of document production technologies.
- Stay current on document production software, legal technology tools, and industry best practices.
Minimum Requirements:- Advanced proficiency in Microsoft Office 365, particularly Word, PowerPoint, Excel, and Outlook.
- Extensive experience with document formatting, document production, and legal document management.
- Strong knowledge of Adobe Acrobat Pro and PDF document production.
- Excellent written and verbal communication skills.
- Exceptional attention to detail and commitment to document quality and accuracy.
- Ability to manage multiple projects and deadlines in a fast-paced professional environment.
- Strong organizational, analytical, and problem-solving skills.
- Ability to work independently and collaboratively within a team.
Experience and Education: - Associate's or Bachelor's degree in Business, English, Communications, Legal Studies, or a related field preferred.
- Minimum 5 years of document production, word processing, legal secretary, document specialist, or related experience in a law firm or professional services environment.
- Experience preparing complex legal documents, TOAs, TOCs, redlines, and closing binders preferred.
- Experience with legal document production software, template management, and document management systems preferred.
