OVERVIEW

Job Title: Document Specialist

Hiring Company: McInnes Cooper

Business Address: 1969 Upper Water St., Suite 1300, McInnes Cooper Tower - Purdy's Wharf, Halifax, NS B3J 3R7 Canada

Term of Employment: Permanent, Full-Time

Hours: Minimum 35 hours per week from Sunday to Thursday, in a variety of eight-hour shifts between 12:00pm and 10:00pm. Successful applicant must also have the ability to provide shift coverage outside of the normal working hours on an average of 10 to 20 shifts per year to cover team members planned vacations and sick days. This is a shared responsibility of the team.

Number of Available Positions: 1

Start Date: As soon as possible

THE OPPORTUNITY

Are you a Microsoft Office pro who loves transforming everyday documents into polished, professional work in a legal environment? Do you thrive in a fast-paced, collaborative environment where no two days are the same? Do you do your best work later in the day?

If you’re ready to make an impact with your technical skill and creativity, elevate your career – join our team.

McInnes Cooper is seeking a proactive and detail-oriented Document Specialist to join our team in a full-time, permanent role. This position provides advanced document production and administrative support to lawyers and legal staff.

JOB DUTIES

As a Document Specialist, you will be responsible for providing advanced support in document preparation including but not limited to:

• Providing advanced word functions for confidential legal correspondence and documents, including:

- Creating, formatting and editing Word documents including tables of contents, styles, cross-references, hyperlinking, automatic numbering;

- Creating Corporate Organizational Charts;

- Email and mail merges (including envelopes/labels/name tags/tent cards); and,

- Formatting complex documents (e.g. factums, agreements, prospectuses, circulars, by-laws, etc.).

• Converting, creating, editing, combining, optimizing/condensing and preparing fillable and searchable PDF documents and forms.

• Proofreading prepared documents and correspondence to ensure compliance with instructions from Lawyers and Paralegals, and to comply with regulatory requirements.

• Troubleshoot documents including up to the coding level to identify and fix issues preventing proper editing and automation.

• Transcribing lengthy digital voice recognition, voice recorded and handwritten dictations.

• Ensure that all documents are filed and distributed in accordance with company policy.

• Comparing documents (Using Draftable and Word).

• Creating, formatting, and editing Excel sheets.

• Creating, formatting and editing PowerPoint presentations including updating backgrounds, combining presentations, adding transitions or animations, preparing slide notes, etc.; and,

• Create, open or insert documents such as organizational charts, bar graphs and pie charts, into Word and PDF documents.

• May use Canadian Legal Information Institute (CanLII), WestlawNext and other online services to obtain legal records.

EMPLOYMENT REQUIREMENTS

Education

• Completion of a college diploma in business, office administration, legal assistant or another related field.

Experience

• Minimum three (3) years’ experience as a Doc ument Specialist, preferably with a legal professional services firm.

Language

• English language ability.

Skills

• Advanced technical skills in Microsoft Office required.

• Advanced Knowledge in Word, PowerPoint, Excel, Outlook, Kofax Power PDF, Adobe and Draftable.

• Knowledge of Canadian Legal Information Institute (CanLII), WestlawNext and other online services.

• Ability to type with a speed of 80-100 words per minute.

• Knowledge of legal terminology, documents and procedures is considered an asset, but is not required.

• Microsoft Office Specialist Certification is considered an asset, but is not required.

• Excellent written communication.

• Work collaboratively and be a team player.

• Efficient organization skills.

• Must have the ability to multi-task in a busy legal environment.

BENEFITS

As an employee of MC, you will have access to the following benefits:

• Performance-based incentives.

• Health, Dental, Disability, Life and Accidental Death & Dismemberment Group Insurance Benefit Plan.

• Defined-benefit pension plan.

• Commuting allowance.

• Health spending account.

• Personal (wellness) spending account.

• Time for you: Including vacation, personal and sick days.

• Our Team – we can’t say enough about our people! You will be part of a collaborative, collegial, respectful and caring team.

• The opportunity to participate in a variety of teams, including AccessMC, Collective Social Responsibility, Diversity, Equity & Inclusion, Occupational Health & Safety, Pride@MC, Special Events, Wellness, and more!

WAGE

We offer a competitive annual salary of $56,000.

LOCATION OF WORK

On site at 1969 Upper Water St., Suite 1300, McInnes Cooper Tower - Purdy's Wharf, Halifax, NS B3J 3R7 Canada.

This position can also be completed on a hybrid basis with two days’ working from home.

TO APPLY

If you would like to apply for this position then you can do so by:

• Sending your resume by email to mcrecruitment@mcinnescooper.com; or

• Sending your resume by mail to Jacquelynn Furzeland-Gentles, 1969 Upper Water St., Suite 1300, McInnes Cooper Tower - Purdy's Wharf, Halifax, NS B3J 3R7 Canada; or

• Apply directly on our website here: https://www.mcinnescooper.com/our-careers/paralegal-legal-assistant-opportunities/

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About MC

McInnes Cooper is a solutions-driven Canadian law firm and member of Lex Mundi, the world’s leading network of independent law firms. Providing strategic counsel to industry-leading clients from Canada and abroad, the firm has continued to thrive for over 160 years through its relentless focus on client success, talent engagement and innovation.   

A certified Great Place to Work™, McInnes Cooper has an integrated team of over 220 lawyers and 250 professional resources and offers clients a full range of legal services across seven offices in Charlottetown, Fredericton, Halifax, Moncton, Saint John, St. John’s and Sydney.

Our People

At McInnes Cooper you will find a team that values you. We recognize that our members are key in delivering outstanding client service and we provide a collaborative, professional environment with a member focused culture. We are committed to creating an inclusive work environment that values, respects and supports different perspectives, cultures and experiences.

Diversity & Inclusion

We recognize that our individual differences make us a stronger, more adaptable law firm. We embrace these differences and give all of our members the opportunity to develop their unique skills and talents.

McInnes Cooper is committed to building an environment that is diverse and inclusive, representative of the communities in which we serve. We welcome and encourage applications from persons who identify as racially visible, Indigenous, persons with disabilities, women in underrepresented roles and members of the 2SLGBTQIA+ community. Applicants from these equity groups may self-identify through our on-line application process.

As part of the recruitment process, MC will provide accommodation(s) to candidates with disabilities. If you require an accommodation(s) to participate in the recruitment process with us, please contact Jacquelynn Furzeland-Gentles at Jacquelynn.furzeland@mcinnescooper.com or 902.444.8456.

Collective Social Responsibility

We are recognized as a leader and innovator amongst Canadian law firms in the field of Collective Social Responsibility. Our people are concerned citizens who enjoy giving back. Together, we focus on developing ongoing partnerships with community organizations that do amazing work, often despite limited resources and public awareness. As a firm, we have the ability to respond with contributions of time and monetary support, and our people give generously of their skills and effort.

Pro Bono Legal Services

Through our Pro Bono Program, we provide legal counsel to disadvantaged people and organizations that have difficulty gaining access to justice on matters of public interest.

Environmental Stewardship

Like any large organization, our operations leave a footprint on the environment. From paper use and waste production to transportation and energy consumption, we continually look for opportunities to minimize that impact.