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After-Hours Document Specialist

Job ID: 4717

Updated: Aug 15, 2018

Location: Houston, TX, United States

Category: Legal Secretary/Practice Asst


About Kirkland & Ellis

Kirkland & Ellis LLP is a preeminent, full-service law firm with offices around the world and a staff as diverse as the practice areas we support. Our clients range from Fortune 100 companies to medium and small corporations, financial institutions, and private equity firms.  Known for our commitment to excellence, Kirkland strives to provide superior service to our clients as well as our fellow employees. From Information Technology to Human Resources, Paralegal Services to Business Development, Kirkland offers non-attorney professionals challenging careers in a variety of functional areas. Whether starting or growing your career, Kirkland can offer a performance-driven culture filled with bright and innovative teams of co-workers.

Essential Job Functions

POSITION OVERVIEW

The After-Hours Technical Document Specialist (TDS) assists the Practice Services department in providing legal secretarial, technical and graphic support to attorneys and other Firm personnel. This position requires a professional, highly motivated, organized individual with an expertise (both in production and troubleshooting) in Microsoft Office Suite, Visio, Acrobat and other applications, and proficiency in graphics software. Responsibilities include, but are not limited to, repairing “broken” documents, assisting with complex formatting issues, converting and formatting complex documents, answering “How To” questions, assisting in the creation of slide presentations, organizational charts, flowcharts and timelines. This position also provides after-hours secretarial support including, but not limited to, Carpe Diem time entry, schedule courier and deliver services, and accepting deliveries. This position requires a high level of flexibility, resourcefulness, the ability to multi-task, take direction, work effectively under pressure and manage multiple priorities.

ESSENTIAL FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Document, Spreadsheet, Presentation and Drawing Preparation:

Uses word processing, document comparison, spreadsheet, presentation, graphics, drawing, conversion and document management applications (Microsoft Office 2010, Visio 2010, OmniPage, PDF Converter, Acrobat, Adobe Creative Suite and iManage DeskSite), to prepare, revise, format, redline and finalize a wide variety of work, including, but not limited to legal documents, spreadsheets, charts, slide presentations and drawings.In conjunction with the preparation of such work, the Technical Document Specialist is responsible for proofreading and questioning any inconsistencies in all materials.

  • Technical Support:

The Technical Document Specialist assists Firm personnel remotely and desk side by answering “How To” calls and utilizes Microsystems’ DocX Tools to analyze, troubleshoot and repair problematic and corrupt Word documents. Provides “Just-in-Time” training to Firm personnel remotely and desk side. Beta tests and pilots Firm application upgrades and new software.

  • Administrative Support:

Tracks and records work in work tracking system.Answers support services telephones. Interacts on a daily basis with Departments within the Firm to facilitate highest possible support, including the Reprographics, Digital Services and Conference Center departments. Prepares messenger, overnight delivery and facsimile forms and facilitates their delivery. Maintains personal attendance and overtime through PeopleSoft and prepares expense reports using Chrome River. Enters attorney/ billers time using Carpe Diem.

  • Customer/ Client Service and Teamwork:

Provides assistance to other members of the After-Hours Staff, Support Services and Secretaries whenever necessary to meet Firm and client needs; organizes and prioritizes workload so as to most efficiently enable and facilitate team effort to accomplish Firm and client goals.Fosters professional, cooperative and supportive relationships with peers, superiors and attorneys.Shares information and offers ideas and solutions to promote a team environment.

  • Professional Demeanor:

Exhibits professionalism by recognizing and adhering to all Firm policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.Maintains positive, professional, courteous and flexible demeanor when dealing with Firm personnel. Performs complex administrative activities which may be highly confidential and sensitive, and require discretion and diplomacy.

OTHER FUNCTIONS (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Any other functions/duties as assigned by management

Qualifications & Requirements

  • The ability to work Monday through Friday, 4:00 p.m. - 12:00 a.m. with flexibility for overtime, as required.  Schedule may change due to business need; flexibility to change schedule with appropriate notice.
  • Must have 3+ years of recent technical document support and graphic related experience preferably in a legal environment. 
  • Expertise in Microsoft Office applications and Visio, proficiency in graphics software, and a minimum typing speed of 55+ words per minute required. 
  • All applicants are required to take a pre-interview Word, Excel and PowerPoint skills assessment test in order to determine their level of proficiency.

EDUCATION REQUIREMENTS:  Must have high school diploma.  Associate Degree is preferred.

WORK ENVIRONMENT

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets.

How to Apply

Thank you for your interest in Kirkland & Ellis LLP.  To complete an application and submit your resume, please click "Apply Now."

Equal Employment Opportunity

All employment decisions, including the recruiting, hiring, placement, training availability, promotion, compensation, evaluation, disciplinary actions, and termination of employment (if necessary) are made without regard to the employee’s race, color, creed, religion, sex, pregnancy or childbirth, personal appearance, family responsibilities, sexual orientation or preference, gender identity, political affiliation, source of income, place of residence, national or ethnic origin, ancestry, age, marital status, military veteran status, unfavorable discharge from military service, physical or mental disability, or on any other basis prohibited by applicable law.

Closing Statement

The www.kirkland.com job postings and recruiting mailbox are for candidates only. If you are a recruiter, search firm or employment agency, and do not have a signed contract with Kirkland & Ellis LLP ("K&E") and have not been asked specifically to submit candidates, you will not be compensated in any way for your referral of a candidate even if K&E hires the candidate. Direct contact with K&E employees in an attempt to present candidates is inappropriate and will be a factor in determining any future professional relationship with the Firm.

 
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