Document Services Supervisor at Epiq Global Business Transformation Solutions, LLC in Phoenix, Arizona

Job Description:

It's fun to work at a company where people truly believe in what they are doing!

Job Description:

Job Summary

The Document Services Supervisor manages and oversees the activities and workflow coordination of all staff on their shift. Creates client documents and proofreads document using expertise gained from training and experience and coordinates the document services’ needs. Serves as liaison with attorneys, customers and other end users to discuss needs, requirements and deadlines, and provides expert knowledge, technical support and training to other Document Services staff members and customers in the use of applications supported by Document Services.

Responsibilities:

• Coordinates work process and related activities within the document services department. Organizes and oversee assignments to ensure accuracy and completion and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards. Maintains knowledge of trends and developments affecting the work process, and encourages innovation and good judgment to achieve results;

• Serves as a liaison with customers to intake work in a highly professional and friendly manner. Maintains daily contact with customers in person, via telephone and through email to discuss needs, requirements, and deadlines, answer and resolve problems and negotiate time requirements as appropriate;

• Prioritizes work to ensure completion of assignments within time requirements, coordinates workflow and special projects within the Document Services department, and solicits assistance from department coworkers to ensure accurate and timely results. Logs job requests and tasks; assigns job numbers and evaluation surveys; enters costs associated with department services and waiting time; and maintains related statistical data;

• Using knowledge gained from ongoing training and experience with standard desktop applications and other specialized Document Services applications, creates and/or revises work product using direct keyboard entry, scanner or electronic conversion methods of input; transcribes audio and digital dictation including deposition transcripts as required. Scans and saves files to CDs; renames files; and affixes labels to CDs;

• Performs quality assurance function by reviewing, proofreading and/or cross-checking work product to ensure that final product meets the department's high-quality standards;

• Contacts customers regarding status of work in progress and completed work. Communicates with customers before processing their work product and during the actual production process to update customers about status. Contacts customers if additional information or instructions are required to ensure work is being processed to specifications;

• Using conversion applications, converts documents to and from the standard format for customers;

• Electronically transfers and receives documents to and from clients and customers;

• Maintains up-to-date knowledge and a high level of technical proficiency with the automation, specialized applications and upgrades in order to ensure own and respective staffs' maximum efficiency and productivity with applications supported by Document Services. Tests and troubleshoots new applications and upgrade releases;

• Assists customers with questions or problems via email, telephone or remote computer access. Provides support for customers in resolving document and other application problems referred by the IT Help Desk and customers;

• Provides support to customers, attorneys, secretarial administrators and others to produce overflow work, coordinate document transfers and assist with special projects;

• Communicates any/all work in progress with Document Services co-workers to inform them of any outstanding issues and ensure a smooth transition at shift end;

• Supports and takes all necessary and approved actions to achieve the Document Services goals and objectives, recognizing and identifying issues and problems and recommending solutions to the department's management;

• Assumes responsibility for maintaining the highest level of confidentiality;

• Participates in departmental project teams and task forces designed to streamline workflow and/or resolve issues; assists with various projects and initiatives as assigned;

• Participates in the Document Services 24/7/365 coverage program by providing overtime, holiday and/or on-call support on a voluntary or rotation basis as requested; and

• Assumes additional responsibilities as requested.

Qualifications:

• Associate's Degree, Secretarial Degree, MOS certification or equivalent technical knowledge;

• 7-10 years of word processing, document production methods, environments and technology and/or secretarial experience including ability to provide basic and advanced technical training and guidance to department staff and customers. 3-5 years of supervisory/people and process management experience, preferably in a law firm environment as a manager/supervisor, lead or senior document specialist. Familiarization with legal terminology;

• Excellent communications, interpersonal and teamwork skills; demonstrates a strong customer service orientation towards internal and external clients and a consultative manner; proven ability to interact with all levels of management, staff and external entities in a highly effective and professional manner;

• Excellent project management, organizational, analytical and problem solving skills; ability to coordinate resources effectively;

• Thorough knowledge of Windows-based computer software applications including word processing, spreadsheet, database, document management, presentation and diagramming/charting software programs;

• Ability to organize and prioritize multiple assignments, use initiative and judgment to accomplish results, work under pressure and produce extremely accurate and detailed work within established timeframe and quality standards;

• Excellent skills in spelling, grammar, punctuation, sentence structure and proofreading; and

• Prolonged sitting and computer use are required. #LI-KP1

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!

It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request.  Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.