Law Firm Office Service Specialist

Legal On-Site Services Specialist Position Profile

$17.69 - $22.85 per hour

Provides operational support within a legal office environment and may perform functions in one or more of the following areas: operating high-volume duplicating equipment, performing associated copy services, operating high-volume document scanning equipment, and operating high-volume mail processing equipment.

Responsible for shipping and receiving products and supplies; sorting, distributing, and handling incoming and outgoing mail and faxes; and applying necessary postage. Provides copier maintenance and coordinates repair of customer site equipment as needed.

May also perform entry-level functions such as bindery, quality control and final check, housekeeping, file services, call center support, and related office services.

This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.

Job Duties and Responsibilities

• Operates high-volume copy machines and performs binding and finishing work.
• Handles highly sensitive and confidential documents that may be time-sensitive.
• Provides exceptional quality work due to the sensitive nature of legal documents and projects.
• Operates high-volume scanners.
• Operates image-handling software.
• Utilizes Microsoft Office applications and email systems.
• Ensures convenience copiers are functioning properly through daily quality inspections. Clears paper jams and notifies technicians of equipment issues as needed.
• Maintains records for management reporting and supply inventory control.
• Distributes office supplies, fax transmissions, and mail to personnel and designated delivery points.
• Calculates charges for jobs performed and maintains billing logs as required.
• Responds to and coordinates customer service requests.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to designated customer locations within and outside the site.
• Maintains daily meter readings and service logs.
• May travel between customer office locations.
• Responds to customer inquiries regarding the status and feasibility of job requests.
• Maintains copier areas to ensure they remain organized, clean, and fully stocked.
• Performs duties related to shipping and receiving materials and supplies.
• Utilizes equipment such as shrink-wrap machines, paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, electric staplers, and scales to complete customer projects.
• Operates copier equipment, calculators, fax machines, postage meters, and personal computers.
• Performs filing duties, including document purging and archiving.
• Performs scanning, file conversion, and file naming functions.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing and CD/DVD production.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Performs file formatting for printing, including Microsoft Excel and other document formats.
• Assists with coordinating projects completed off-site through BIS or Smart Source.
• Provides professional-level support to users at various levels, including legal secretaries, project managers, paralegals, associates, and partners.
• Produces high-quality, accurate work while meeting tight deadlines and operating in high-pressure environments.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications) Typically Required

• High school diploma, GED, or equivalent work experience.
• Completion of Ricoh Legal Training within 90 days of hire and maintenance of any ongoing training requirements.
• Previous copy services or related document production experience preferred.
• Minimum of one (1) year of experience in the legal industry strongly preferred.
• Ability to provide an exceptional customer experience through strong customer service, interpersonal, and communication skills.
• May require a valid driver's license and minimum levels of auto insurance coverage in accordance with Ricoh policy.
• Demonstrated proficiency with basic computer applications, including Microsoft Office Suite.

Knowledge, Skills, and Abilities

• Technical aptitude with printers, copiers, postage equipment, and other office technology.
• Strong customer service skills.
• Strong organizational skills.
• Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.
• Knowledge and understanding of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and flexibly to complete projects.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow mail delivery instructions and procedures.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands

• Typically works in an office environment with adequate lighting, ventilation, and normal temperature and noise levels.
• Work assignments are diverse and require the ability to interpret, comprehend, and apply complex information, data, and instructions, as well as prepare, communicate, and present a variety of information.
• Physical demands may include extended periods of standing, walking, bending, reaching, stretching, climbing, and similar activities, as well as lifting or moving items weighing up to 50 pounds.
• Requires moderate manual dexterity and regular use of office equipment and tools, including calculators, keyboards, hand tools, and activities requiring hand-eye coordination.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts or working conditions associated with a job.