Legal Office Services Specialist

Position Summary:
Seeking candidates who are responsible for:

• Printing, copying, scanning, and helping maintain kitchens and coffee bars.
• Delivering mail, sending out overnight packages, and handling regular mail.
• Experience with copy/print and mail duties is required.
• There is no extensive lifting, standing, or walking; heavy lifting (over 50 lbs) is done with two people.
• Candidates should have customer service experience (optimal).
• Some office experience is helpful but not necessary, as they will be trained.
• Office and some hospitality experience is beneficial.

Requirements:

• High school diploma or GED and 1-2 years of related work experience.
• Minimum of 2 years experience in the legal industry is highly desired.
• Ability to provide an excellent customer experience utilizing strong customer service, personal, and communication skills.
• Some related copy job experience is preferred.
• May require valid driver’s license and minimum levels of auto insurance coverage per Ricoh.
• Working knowledge of copier and other related equipment and repair is preferred.
• Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management, and advanced workflow.
• Requires knowledge and understanding of shipping/receiving procedures.
• Basic electronics knowledge is preferred.
• Possesses the ability to work independently and flexibly to complete projects.
• Ability to determine the correct method and packing material, as well as check packing slips for accuracy of incoming materials.
• Ability to comprehend instructions concerning mail delivery.
• Possesses troubleshooting and problem-solving skills.
• Ability to read and comprehend written technical information in the form of manuals, parts books, and related publications.
• Excellent customer relations skills and excellent verbal communication skills.

Responsibilities:
Provides operations functions in one or all of the following areas within a legal office/environment:

• Operates high-volume duplicating equipment and performs associated copying tasks.
• Ships and receives products and supplies; sorts, distributes, and handles incoming and outgoing mail/faxes; applies necessary postage.
• Provides copier maintenance and/or repair of customer site equipment.
• May perform bindery, quality control, final checks, housekeeping, file services, call center representative duties, and reception.
• Performs various building support functions related to meeting setups and light maintenance.
• Note: Due to the higher level of presentation, telephone skills needed to perform receptionist duties, and high interaction with executive-level customers, employees performing this function are considered Senior On-Site Services Specialists.
• This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.
• Runs high-volume copy machines and performs binding and finishing work.
• Ensures convenience copiers are working properly, checking for quality via daily inspections.
• Clears paper jams and informs technicians of specific problems.
• Performs all repair service on customer copier equipment.
• Handles highly sensitive and confidential documents that may be time-sensitive; provides utmost quality work due to the sensitive nature of documents and projects required in a legal environment.
• Maintains records for management reports and inventories of supplies needed.
• Distributes office supplies, fax transmissions, and mail to company personnel and/or designated drop-off points as required.
• Calculates charges for jobs performed and maintains some billing logs.
• Responds to and coordinates all service calls required by customers.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to pre-determined customer locations within and outside of the site.
• Maintains daily meter and service logs.
• May travel between customer buildings.
• Answers customer questions regarding the status or feasibility of job requests.
• Ensures upkeep of convenience copier areas by keeping them neat and well stocked.
• Performs duties related to the shipping of materials.
• Performs duties related to the receiving of materials.
• May perform meeting room and conference room setups.
• May perform building occupant moves within assigned facilities.
• May perform re-lamping and light maintenance duties as assigned.
• May perform occasional cleaning duties as needed.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Uses shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales in completion of various contracted jobs.
• Uses all copier equipment, calculators, fax machines, postage meters, and some PCs.
• Performs filing duties, which may include purging and archiving old documents.
• Performs duties of scanning, file conversion, and file naming.
• Performs FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
• Manages TOC (Table of Contents) – first page of electronic file.
• Performs duties that involve OCR (Optical Character Recognition) files to assist with keyword search.
• Performs file formatting for printing/Excel files.
• Responsible for interacting and providing professional-level support to executive-level end users at various levels, including legal secretaries, project managers, paralegals, associates, and partners.
• Performs quality, accurate jobs/projects that may require tight deadlines and potentially high pressure.
• Assists with coordinating projects that will be completed off-site (BIS or Smart Source).
• Performs other duties as assigned.