Office Services Specialist

Legal Senior Onsite Service Specialist

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support.

A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, interpersonal etiquette, and customer service skills to communicate with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities LEGAL ENVIRONMENT JOB RESPONSIBILITIES

• Possesses the legal background to understand client matter workflow, including:
• Chargeback to firm and/or clients for work, supplies, hours, and services.
• Familiarity with legal technologies and software, such as document management systems and cost recovery/chargeback systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Familiarity with legal processes and documents, including closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and the proper delivery of documents within the court system.
• Assists with scheduling equipment, labor, and supplies for off-site trials.

OTHER DUTIES AND RESPONSIBILITIES

• Responsible for interacting with and providing professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produces jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
• Operates all copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
• Utilizes equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handles confidential and time-sensitive documents.
• Provides quality and accurate reproduction, scanning, and project support.
• Responds to customer inquiries, including coordinating and calculating the time required to complete requested work.
• Provides embedded support to specific floors or integrated practice groups.
• Assists with coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains logs and work records for tracking, management reporting, inventory control, and supply ordering.
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated delivery points.
• Delivers completed reproduction work to predetermined locations, including locations outside the customer's office when required.
• Performs deliveries and pickups that may require travel between offices or office locations.
• Performs duties related to shipping and receiving materials and packages.
• Performs filing duties in conjunction with customer requests, including document purging and archiving.
• Performs scanning, file conversion, file naming, and file encryption.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Formats files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to copier issues and clears paper jams as needed.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Assists Facilities with box moves, office relocations, and occupant moves.
• Assists Facilities with light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime, including evenings, weekends, and off-hour emergency response.
• Performs other duties as assigned.

Qualifications (Education, Experience and Certifications)

• High school diploma or GED required.
• One (1) to two (2) years of related work experience required.
• Minimum of two (2) years of experience in the legal industry preferred.
• Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.
• May require a valid driver's license with no violations and minimum levels of auto insurance coverage in accordance with Ricoh policy.

Knowledge, Skills and Abilities

• Working knowledge of copier equipment and related equipment maintenance is preferred.
• 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 instructions related to mail delivery processes.
• 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

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May also be exposed to paper cuts associated with handling paper and opening boxes.
• Exposure to various weather conditions when travel between buildings is required. Office equipment may present opportunities for injuries or accidents.
• Daily telephone and in-person interaction with customers, employees, managers, and/or the Dispatch Department. Occasional interaction with vendors and equipment repair personnel.
• Tight deadlines and quick turnaround requirements may create high-stress situations.
• Physical demands may include extended periods of standing, walking, bending, reaching, stretching, and climbing, as well as lifting or moving items weighing up to 50 pounds.
• May be required to push or pull wheeled equipment weighing up to 400 pounds for repair or relocation purposes.
• Walking between buildings may be required.

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.