Office Services Specialist

Job Description

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.

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