Word Processing Supervisor

Simpson Thacher & Bartlett LLP•New York, NY

21h•$115,000 - $130,000•Hybrid

About The Position

The Word Processing Supervisor works directly with and supports management and is responsible for assessing and coordinating work requests and assigning work items to all team members and other internal administrative departments as appropriate.

Requirements

High school diploma or GED
2-4 years of relevant experience in a center-based environment
Excellent interpersonal skills and a commitment to teamwork, collaboration, and professionalism
Ability to effectively lead, motivate and encourage Word Processing team members
Superior customer service skills, with a view toward building relationships with internal clients, other administrative staff, and Word Processing team members to achieve results
Ability to oversee the workflows of multiple professionals, providing assistance and support where required
Ability to prioritize, plan work activities and meet competing deadlines in a fast-paced, deadline-driven environment
Ability to clearly present information verbally and in writing
Ability to follow complex oral and written instructions
Outstanding telephone skills and etiquette
Advanced Knowledge of MS Office Suite
Basic math skills: addition, subtraction, multiplication, and division
Strong attention to detail and a commitment to providing excellent work product
Strong analytical and problem-solving skills
Commitment to discretion when working with sensitive and confidential information
Client focused with the ability to quickly develop organizational astuteness and produce work within the attorneys’ and clients’ parameters and in support of the Firm’s guidelines and corporate branding

Nice To Haves

Preferred Bachelor’s degree
Notary certification
Knowledge of Adobe products, iManage, Numbering Assistant, DocXtools, and Litera
Experience in a large law firm

Responsibilities

Serve as one of the Word Processing’s primary contacts providing guidance to attorneys regarding administrative requests while projecting confidence and competence to facilitate the coordination and completion of work requests and assignment of resources
Work with the Senior Manager and the Manager to evaluate, prioritize and assign incoming work requests to Word Processing team members and enlist support from other administrative departments as required
Meet with attorneys to plan support of special assignments and requirements; assign and dispatch work to appropriate personnel.
Respond to attorney inquiries regarding status of work requests; assess requests and coordinate support in order to meet deadlines; provide attorneys with status updates by phone or email
Support management with the coordination and monitoring of workflows, team schedules and breaks, manage workflow queues, maintain accurate logs of all incoming and completed work (ServiceNow)
Monitor active jobs, perform quality-control on completed jobs and review work product for accuracy prior to finalizing and responding to attorney inquiries regarding status
Prioritize department’s workload by evaluating urgency, potential impact and implications; coordinate with management, attorneys and department staff to ensure deadlines are met
Participate in the work of non-supervisory team members to facilitate productivity or to overcome difficult aspects of work
Research and troubleshoot work orders and provide feedback to the Resource Center Senior Manager or Word Processing Manager as required
Provide administrative support to management with detailed recordkeeping and report generation; including preparation of shift turnover reports as needed (included in ServiceNow)
Review, assess and perform document creation/modification; assign them accordingly
Arrange Word Processing conference calls, video meeting, and meeting logistics
Coordinate with the Back Desk to prepare internal distributions and FedEx, UPS, or courier shipments; deploy messengers, taxis, or hand delivery when required
Assess and plan training needs, evaluate job performance, conduct annual performance reviews, maintain all employee records and refer team members to the manager or senior manager for coaching and/or disciplinary discussions, as necessary
Assess staffing requirements for the following shift and arrange additional coverage as necessary (temp/staff), including holiday coverage
Maintain day-to-day operations and ensure a clean, organized center with adequate inventory of supplies, software and equipment
Work flexible schedule as required
Perform other duties as assigned