Document Services Supervisor – U.S.

Mayer Brown is an international law firm positioned to represent the world’s major corporations, funds, and financial institutions in their most important and complex transactions and disputes. We are recognized by our clients as strategic partners with deep commercial instincts and a commitment to creatively anticipating their needs and delivering excellence in everything we do.

We are a collegial, collaborative, and diverse firm where highly motivated individuals with an unwavering commitment to excellence receive the opportunity, support, and development they need to grow, thrive, and realize their greatest potential all while supporting the Firm’s client service principles of excellence, strategic partnership, commercial instinct, integrated strengths, innovation, and collaboration across our international firm.

If you enjoy working with team members whose defining characteristics are exceptional client service, initiative, professionalism, responsiveness, and adaptability, you may be the person we are seeking to join our Document Services department in our Chicago office, as a Document Services Supervisor - U.S.

Supervise day-to-day operations of 3 fast-paced departments, including entry level secretarial, advanced function processing and proofreading. Maintain quality control, provide multi-level training from basic function to advanced skills, troubleshoot both hardware, software and document issues and provide assistance where needed. Create and maintain department schedules, including weekend and holiday coverage and ensure staff receives all necessary support to complete tasks efficiently.

Essential Functions: 

• Responsible for the coordination of workflow and efficient document production for the US Document Services, Virtual Legal Assistances and Proofreading departments
• Troubleshoot software and hardware related issues
• Maintain personal proficiency in advanced skills to effectively assist in workflow, assess skills, and provide training to staff
• Oversee staff performance and attendance, conduct performance reviews, provide coaching, and implement corrective actions as needed
• Manage employee relations, maintain accurate records, and ensure departmental compliance with firm policies and procedures
• Engage with other departments as needed, and coordinate department needs with Leads and the Manager to ensure seamless workflow
• Communicate regularly with staff and department Manager
• Other projects and duties as assigned

Education/Training/Certifications:

• High School diploma; some college or equivalent relevant work experience

Professional Experience:

• 2 years supervisory experience preferred
• Minimum 5 years legal experience required

Technical Skills:

• Familiar with all types of practice groups/legal documents
• Excellent document production skills required
• Advanced knowledge of MS Office and additional software and hardware
• Exprerience in technical training at all levels of proficiency a plus

Performance Traits:

• Strong written and verbal communication skills, able to communicate effectively and in a professional manner with all levels of the Firm and outside vendors
• Ability to work in a diverse team environment and effectively support the demanding needs of the Firm
• Ability to work under pressure, meet deadlines with shifting priorities
• Self-starter with the ability to handle multiple responsibilities and tasks simultaneously
• High level of customer service, ability to anticipate and provide necessary assistance without the need for direction
• Strong attention to detail, organizational skills and the ability to identify problems and determine resolutions with minimal direction
• Maintains confidentiality and exercises discretion
• Able to identify workflow trends and create schedules to meet those needs

Management Accountabilities:

• Manages processes for direct reports in regards to performance appraisals, annual compensation, goal setting and performance counselling
• Demonstrated leadership and supervisory experience
• Operational budget analysis and recommendations
• Conducts analysis of staffing levels and participation in the recruitment process
• Able to determine and implement change processes to improve workflow efficiencies
• Process- and service-oriented with strong leadership and project management skills
• Able to set priorities and delegate in an efficient manner

The typical pay scale for this position is between $103,000 and $136,300, although the actual wage or salary could be lower or higher if the candidate’s education, experience, skills and internal pay alignment are different from those specified. 

The above is a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.

The Firm may modify and amend this job description at any time at its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.

We offer competitive compensation and comprehensive benefits, including medical/dental/vision/life/and AD&D insurance, 401(k) savings plan, back-up childcare and eldercare, generous paid time off (PTO), as well as opportunities for professional development and growth.

Thank you for your interest in Mayer Brown. We are committed to providing equal opportunity and reasonable accommodations to applicants and employees with disabilities and disabled veterans. To request a reasonable accommodation related to the application process and/or job interview, please email uslateralrecruiting@mayerbrown.com. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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