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Document Services Supervisor

Job ID: 6628

Updated: Jun 6, 2022

Location: Chicago, IL, United States

Category: Legal Secretary/Practice Asst

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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

Document Services is responsible for providing premium, 24 hours a day, 7 days a week technical document support to all attorney’s, paralegals and administrative personnel.  The purpose of the Document Services Supervisor position is to provide oversight that ensures the best coverage and quality of service through workflow delegation, shift monitoring, best practices training to Document Services operators.

The supervisor will oversee and manage the daily activities of the Document Services functions, monitor work product quality, and identify performance issues.  The supervisor will also work with the leadership team to develop and supervise consistent application of departmental policies and procedures.

In addition to demonstrating considerable experience in the areas of responsibility listed above, the successful candidate will demonstrate expertise in providing prompt, professional and courteous service on all customer requests, problems, and queries.  The candidate must have excellent oral and written communication skills, must show strong interpersonal and customer service skills, and have the ability to be process-oriented yet flexible.  The candidate must be able to interact with individuals in all levels of the Firm’s business.

The Document Services Supervisor position requires 2-4 years of experience supervising a team, preferably in a legal or financial services organization. The preferred candidate will be well versed in many technology disciplines and will have a college degree or business certification. Proven commensurate experience will be considered in lieu of a degree. The schedule for this position is Monday – Friday, 9:00 am – 5:00 pm
 

Essential Functions: (This list is not exhaustive and may be supplemented and changed as necessary.)

  • Responsible for managing the initial intake and distribution of work assignments within the department.  Assess each request submitted and delegate to staff member possessing the appropriate skills to complete the task, log documents in and out and track document progress, completion and delivery.
  • Field troubleshooting calls and assist with technical software troubleshooting and just in time training. 
  • Monitor staff productivity, work product and technical abilities; keep management briefed regarding staff training needs and identify areas where coaching or counseling may be needed.
  • Develops and executes training modules for the team as needed. 
  • Assist with onboarding training for new staff members.
    • Technical proficiency in the following areas:
    • Convert documents from various formats to Word, Excel, PowerPoint, or Visio and format according to the firm’s standard format
    • Expert Excel skills including advanced formulas and the ability to combine formulas, conditional formatting, pivot tables, data tables, advanced charting and macros
    • Create/modify PowerPoint presentations utilizing the firm’s templates
    • Create and modify organizational charts
    • Generate and modify Tables of Authorities
    • DocX and Litera Tools
    • Convert and reformat large SEC documents, including financials
    • Execute defined terms checks and automate cross-referencing in legal documents
    • Modify, compile, and redact PDFs
  • Effective business writing, articulation of information and answers in team and customer meetings and delivery of prepared presentations.
  • Ability to create and deliver performance reviews, improvement plans and career plans with manager supervision.
  • Excellent interpersonal skills, brings conflicts & disagreements into the open and attempts to resolve them collaboratively.
  • Participates in FW projects.
  • Any other functions/duties as assigned by management.

Qualifications & Requirements

Education, Work Experience, Skills

  • The qualified candidate will have 3-5 years of supervisory experience in a legal or financial services organization.
  • A college degree or business certification is preferred; equivalent work experience will be considered. 

Technologies/Software

  • Expert knowledge of Microsoft Word, Excel, PowerPoint, Outlook and Visio
  • Acrobat and OmniPage or Nuance Power PDF
  • PDF Decryption software

Current K&E Technologies (in addition to above)

  • Internet browsers (Edge, Firefox, Chrome, IE)
  • Microsoft Office 365
  • iManage DeskSite
  • Carpe Diem

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.