Legal Secretary / Coordinator - 2nd Shift

Novitex Austin, TX

About the Job

Position Exempt Status

Non-Exempt

Weekly Scheduled Hours

40

Scheduled Shift

2nd Shift

Job Description

Novitex Enterprise Solutions is seeking a high energy individual to fill a Legal Secretary / Coordinator position in Austin, TX.

In addition to being organized and able to multitask, this role requires a go-getter with a positive attitude who is excited to work with the leading provider of innovative, cloud-based solutions in the document outsourcing industry.

Some perks of the job:

Employees working 30 or more hours per week qualify for:

  • Paid holidays, vacation and sick time
  • Competitive Tuition Reimbursement program
  • Benefit Package –Medical, Dental, Vision, Tuition Reimbursement
  • Employer Matching Health Savings Account
  • Referral Bonuses
  • Continuous training
  • Short-Term Disability
  • Exclusive discounts on entertainment, health & wellness, travel and MUCH MORE!

So what will you actually be doing?

The Legal Word Processing Coordinator will support and facilitate the production of client and other legal documents by user teams.  Specifically, to act as the primary interface between one or more user teams and the Word Processing Department Managers and WP Staff.

A Legal Word Processing Coordinator’s daily tasks will involve:

  • Manage the flow of all legal document production work of the assigned user team(s)
  • Maintain constant dialogue with the legal team’s Work Coordinator(s) and individual users to anticipate and accommodate future work flow,
  • Provide accurate estimates of production time and set appropriate deadlines
  • Maintain and constantly update records of legal documents currently in progress or expected to commence within the next 2 – 14 days,
  • Enter new job requests into Tracking system to establish a job number
  • Continually track progress of all active legal documents being worked on by Operators/Proofreaders.Actively take steps to facilitate the seamless integration of user and Operators’ efforts in the creation of legal documents
  • Meet with Supervisors and other staff as required, to review the status of all “in-house” projects, including those about to enter the department
  • Facilitate creation and modification of legal documents
  • Advise users on appropriate planning steps for legal document development to more efficiently carry out the work.This will be accomplished through the use of previously prepared legal documents and templates and other resources available to the WP department for inclusion in documents
  • Supervisors are responsible for handling and advising on all of the form components of legal document development and production so users can focus solely on content.Basically, all products of the WP area consist of two components, Form and Content. The user population is responsible for supplying content and the WP group for applying form
  • Interview the user population during input phase of production for:
  • Due Date and time,
  • Chargeback information,
  • Document format type desired,
  • Estimated number of pages,
  • Available, documented clonable materials, etc.
  • Negotiate job completion date with users as necessary.
  • Occasionally the need for dedicated resources is required. The Supervisors will determine the need for dedicated resources when requested
  • Assist users in providing appropriate format information for submission to the Word Processing area to facilitate accurate production through-put
  • Identify and markup existing work associated with new jobs and submit jobs to Operators/Proofreaders for production
  • Gather additional materials from users for inclusion in documents currently in process
  • Cover projects assigned to other Supervisors when users have modifications to submit and the Supervisor of record is unavailable
  • Work with WP Operators/Proofreaders in production of legal documents to assure accurate through-put
  • Ask for help when needed; provide help when asked
  • Answer questions from staff regarding new or marked up materials
  • Provide user feedback, changes and additional materials to WP area as required
  • Ensure high quality job completion in a timely manner
  • Occasionally the need for dedicated resources is required. The Supervisors will determine the need for dedicated resources when requested
  • Assist users in providing appropriate format information for submission to the Word Processing area to facilitate accurate production through-put
  • Identify and markup existing work associated with new jobs and submit jobs to Operators/Proofreaders for production
  • Gather additional materials from users for inclusion in documents currently in process
  • Cover projects assigned to other Supervisors when users have modifications to submit and the Supervisor of record is unavailable
  • Work with WP Operators/Proofreaders in production of legal documents to assure accurate through-put
  • Ask for help when needed; provide help when asked
  • Answer questions from staff regarding new or marked up materials
  • Provide user feedback, changes and additional materials to WP area as required
  • Ensure high quality job completion in a timely manner
  • Perform detailed quality review before returning job to user
  • Interview user and complete Quality Review form

OK, I'm interested... But is it really the job for me?

  • Incumbent should be highly proficient in Microsoft Office, Corel WordPerfect, Adobe Acrobat, Omni Page, Text Bridge, Document Management Systems (PC Docs, Docs Open, Worksite, etc.) Comparerite, Deltaview, Lexis, Edgarese, among others, to provide solutions beyond the operator level
  • The ability to coordinate all daily and ongoing activities within a Word Processing production center environment.At least 1 year of on the job experience in policy and procedure
  • The rapidly changing, complex and sensitive nature of the business may create daily crises that must be resolved expediently.Often there are no precedents for solutions.If the duties of this position are not performed adequately, documents will not be produced in a timely or professional manner possibly resulting in missed deadlines, thus creating a negative impact to the client
  • Excellent interpersonal and communication skills are required.The incumbent must operate independently on a day-to-day basis, show resourcefulness, display excellent judgment, and recognize potentially sensitive issues.They must establish and maintain an excellent working relationship with clients, peers, and subordinates and maintain an environment of cooperation and support

PAY TRANSPARENCY NONDISCRIMINATION PROVISION

The contractor will not discharge or in any other manner discriminate against employees or  applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

E-VERIFY RIGHT TO WORK POSTERS

https://www.novitex.com/e-verify-right-to-work-posters