Office Services Specialist

Legal On-Site Services Specialist

Provides operational functions in one or more of the following areas within a legal office environment:

• Operates high-volume duplicating equipment and performs associated copying tasks

• Operates high-volume document scanning equipment

• Operates high-volume mail processing equipment

• Ships and receives products and supplies

• Sorts, distributes, and handles incoming and outgoing mail/faxes, including applying necessary postage

• Provides copier maintenance and/or repair of customer site equipment

At an entry level, may also perform duties in:

• Bindery

• Quality control (QC) and final checks

• Housekeeping

• File services

• Call center support

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

Job Duties and Responsibilities

• Runs high-volume copy machines and performs binding and finishing work

• Handles highly sensitive and confidential documents that may be time-sensitive

• Provides high-quality work due to the sensitive nature of documents and legal projects

• Operates high-volume scanners

• Operates image handling software

• Uses MS Office and email systems

• Ensures convenience copiers are functioning properly through daily quality inspections; clears jams and reports issues

• Maintains records for management reports and supply inventories

• Distributes office supplies, fax transmissions, and mail to personnel or designated drop-off points

• Calculates charges for completed jobs and maintains billing logs

• Responds to and coordinates all required customer service calls

• Performs filing duties as requested by customers

• Delivers completed jobs to designated locations (on-site and off-site)

• Maintains daily meter and service logs

• May travel between customer buildings

• Answers customer inquiries about job status or feasibility

• Keeps copier areas organized, clean, and fully stocked

• Performs shipping and receiving duties

• Uses equipment such as:

• Shrink-wrap machines

• Paper cutters

• Hole drillers

• Bindery equipment

• Joggers, tape machines, stackers

• Electric staplers and scales

• Operates copiers, calculators, fax machines, postage meters, and computers

• Performs filing, including purging and archiving documents

• Handles scanning, file conversion, and file naming

• Performs FTP (File Transfer Protocol) for file transfers and printing/CD/DVD creation

• Manages TOC (Table of Contents) for electronic files

• Performs OCR (Optical Character Recognition) to enable keyword searching

• Formats files for printing and Excel use

• Coordinates off-site production projects (e.g., BIS or Smart Source)

• Provides professional support to legal staff, including:

• Legal secretaries

• Project managers

• Paralegals

• Associates and partners

• Produces accurate, high-quality work under tight deadlines and pressure

• 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, with ongoing compliance

• Preferred: prior copy/production experience

• Strongly preferred: minimum of 1 year in the legal industry

• Excellent customer service and communication skills

• May require a valid driver’s license and minimum auto insurance per company policy

• Basic computer proficiency, including MS Office Suite

Knowledge, Skills, and Abilities

• Technical aptitude with printers, copiers, postage machines, and office equipment

• Strong customer service skills

• Good organizational skills

• Ability to use hardware and software for:

• Cost recovery

• Document management

• Advanced workflow processing

• Knowledge of shipping and receiving procedures

• Basic electronics knowledge (preferred)

• Ability to work independently and adapt to changing priorities

• Ability to determine appropriate packing methods and verify packing slips

• Ability to follow instructions related to mail delivery

• Troubleshooting and problem-solving skills

• Ability to read and understand technical manuals and documentation

• Excellent verbal communication and customer relations skills

Working Conditions, Mental and Physical Demands

• Office environment with standard lighting, ventilation, temperature, and noise levels

• Work assignments are varied and may require interpreting and applying complex information

• Regular communication of diverse information and instructions

• Physical activity may include:

• Standing, walking, bending, reaching, stretching, climbing

• Lifting or moving items up to 50 lbs

• Moderate dexterity required, including use of:

• Keyboard

• Calculator

• Hand tools

• Eye/hand coordination

The above statements describe the general nature and level of work performed in this role. They are not intended to be a complete list of all responsibilities, skills, efforts, or working conditions associated with the position.

Come Create at Ricoh:

If you are seeking a team driven by passion and purpose, come create with us at Ricoh. We are a team of information seekers and customer-obsessed collaborators who aspire to deliver the services, solutions, and technologies that empower business success. We are looking for talented, inspired individuals to join us to help drive high-performance team and our commitment to excellence.

Ricoh is an integrated solutions provider and partner that connects people and technology, creates outstanding customer experiences, and delivers innovation for businesses worldwide. We empower digital workplaces by enabling individuals to work smarter from any location and harness the power of information—how it is collected, stored, managed, and shared—to unlock the potential in every organization. We deliver services and technologies that inspire our customers’ success and guide them toward a better and more sustainable future. If you are seeking a purpose-driven and passionate team, come create with us, and help drive our high-performance culture of excellence into tomorrow.

Invest in Yourself:

At Ricoh, you can:

• Choose from a broad selection of medical, dental, life, and disability insurance options.

• Contribute to your financial security with Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.

• Augment your education with team member tuition assistance programs.

• Enjoy paid vacation time and paid holidays annually

• Tap into many other benefits to enhance your health, wellness, and ongoing personal and professional development.