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Document Conversion Team Workflow Co-ordinator

Toronto
Application Deadline: April 20th, 2018

Lerners LLP, one of Ontario's leading law firms, is dedicated to providing all of our clients — be they individuals, businesses, institutions or corporations — with exceptional legal counsel.  For over eighty years, Lerners has provided a full range of legal services throughout Ontario.  Lerners LLP maintains an attractive work environment with excellent support services and state-of-the-art technology, in addition to a competitive compensation package.

Lerners LLP is looking for a Document Conversion Team Workflow Co-ordinator, for its Toronto location, who is an independent worker and who demonstrates attention to detail.  The ideal candidate works well with minimal supervision and is able to manage multiple priorities as well as demonstrate excellent organizational, verbal and written communication skills.  The ideal candidate will also enjoy working in a fast-paced team environment.

Primary Activities:

  • Project Logs:

All projects delivered with a Standard Request Form (“SRF”) are to be logged into the Project Management Database (“PMD”) on arrival and each phase of the project ie. scanning and/or coding is to be recorded within the PMD when picked up by the next DCT Member until the project is complete.

  • Scanning, ingesting and unitizing:

The DCT Member must scan/ingest and unitize documents associated with a project, either paper and/or electronic, into stand-alone documents.  Following scanning and a secondary level of quality control, the job is to be exported, creating a file for loading into an electronic platform.

The DCT Member must ensure quality and skewing of the images.  Scanning can be done with or without paper slip-sheeting.  Bulk coding during scanning is applied in accordance with the DCT workflow. The scanners use both eScan-It and iPro applications for scanning/ingesting documents.  All projects are to be checked for quality control by a secondary DCT Member.

DCT Members are to familiarize themselves with the templates used by the practice groups in order to load completed jobs into the electronic platforms used by the legal teams, including PrimaFact and CaseLogistix.

  • Coding:

A DCT Member is to complete objective coding of individual records unitized as stand-alone documents within an electronic platform.  Objective coding refers to information which can be obtained directly from the record – ie. date, author, document title, etc.

Coding of additional fields may also be requested by the assistant, clerk or lawyer where clear instructions can be provided.

Coders should reference practice group specific and mandatory coding requirements, as well as the Objective and Subjective Fields and Pick List charts.  All coding is self-checked, and at times secondary checked for quality control.

  • Workflow Co-ordination:

The DCT Workflow Co-ordinator will assess logged projects and monitor the progress of projects through to completion and return to end user. They will ensure ongoing daily collaboration between the offices and end users and allocate projects based on workload, due date and volume, in order to meet due dates established for Fast Track and Standard projects and/or as requested by the end user.

The DCT Workflow Co-ordinator will escalate all project anomalies, scheduling issues that may require overtime and/or make-up time, questions relating to or affecting quality control and/or escalate end user concerns that Litigation Support and/or the Manager should deal with directly.

Skills/Knowledge:

  • Two years’ experience as a DCT Member and/or like position is a prerequisite
  • Legal knowledge ie. Completion of Law Clerk Course or similar is an asset
  • Strong attention to detail
  • Excellent analytical, problem solving and critical thinking skills
  • Capacity to handle high-pressure situations and deadlines
  • Strong written and oral communication skills
  • Ability to adapt to new software, technologies and processes easily
  • Technical knowledge an asset
  • Strong time efficiency skills
  • Knowledge of docketing and docketing systems an asset
  • Knowledge of Lerners’ applications is an asset ie. iPro, eScan-It, CaseLogistix, Primafact

Supervisory Status/Directions Received:

  • Workflow Co-ordinators are responsible for ensuring the PMD is up-to-date and completed in an appropriate fashion
  • Workflow Co-ordinators are responsible for ensuring projects are returned on time as discussed with the end users
  • DCT Members are to enter phased tasks into PMD for Manager’s Review
  • Instructions are provided via SRF and by legal teams
  • DCT Members must enter dockets and billings into accounting system
  • Processes and standards are provided in DCT Manuals
  • Directions involving complex matters will be provided directly by the Manager
  • Additional project instructions ie. firm-wide are provided on a project basis by the Manager

Authority Given:

  • Workflow Co-ordinators have control and care over the project schedule in the PMD
  • DCT Members are responsible for ensuring they pick up and complete project tasks on a timely and consistent basis and add entries to the PMD to track project status and progression
  • DCT Members must seek instructions for all complex projects

Interested applicants are requested to submit their resume by e-mail to CareersToronto@lerners.ca by April 20, 2018 with the subject line DCT Workflow Co-ordinator.  We appreciate the interest of all applicants, however only those under consideration will be contacted.

Lerners LLP is a barrier-free workplace.  Additional accommodations are available to support potential applicants with disabilities throughout the recruitment, assessment and selection process.  Should you require accommodation at our Toronto office, please contact us by e-mailing accessibility@lerners.ca or by phone at 416.867.3076.

Lerners LLP is committed to diversity and inclusion in its workplace and encourages participation from all qualified applicants without discrimination.

 

 

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