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.