Document Specialist

Are you a Microsoft Office pro who loves transforming everyday documents into polished, professional work? 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 Sunday to Thursday, in eight-hour shifts between 12:00pm and 10:00pm. This role is open to in-person, hybrid, or fully remote candidates and can be based anywhere in the Atlantic provinces or at one of our office locations (Halifax, Sydney, St. John's, Fredericton, Moncton, Saint John, or Charlottetown).

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

• Providing advanced word functions including:
  • Creating, formatting and editing Word documents including tables of contents, styles, cross-references, hyperlinking, automatic numbering, etc.;
  • 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;
• 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;
• 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.

The successful candidate will possess the following skill set:

• The ideal candidate will have Office Administration, Legal Assistant diploma or other related education.
• Minimum five (5) years' related experience preferably with a legal professional services firm.
• Advanced-level technical skills in Microsoft Office required.
• Expert 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 an asset.
• Microsoft Office Specialist Certification is an asset; and,
• The ability to provide shift coverage outside of the successful candidates normal working hours on an average of 10 to 20 shifts per year to cover team members planned vacations, sick days etc. This is a shared responsibility of the team.

Our team members have access to:

• Defined-benefit pension plan.
• Firm-paid health and dental benefits.
• Health spending account.
• Personal (wellness) spending account.
• Commuting allowance.
• Time for you:
  • Including vacation, personal and sick days.
• Balancing life:
  • Work from home / Flex work options available for many team members.
• Our Team - we can't say enough about our people! You will be part of a collaborative, collegial, respectful and caring team; and,
• 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!

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 Alana Burgess at [email protected] or 902.455.8260.