Legal Office Services Specialist

Metasys Technologies/NVISH•New York, NY

10d•Onsite

About The Position

Provides operations support within a legal office environment, including high-volume copying, scanning, mail processing, shipping and receiving, document management, bindery, QC, file services, and related office functions. Operates high-volume duplicating, scanning, mail processing, copier, fax, postage, and other office equipment. Handles highly sensitive, confidential, and time-sensitive legal documents and projects while maintaining the highest level of quality and accuracy. Provides professional-level support to legal secretaries, project managers, paralegals, associates, partners, and users at various levels. Reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.

Requirements

High school diploma, GED, or equivalent work experience.
Complete required Ricoh Legal training within 90 days of hire and maintain any new training requirements.
Minimum 1 year of experience in the legal industry is strongly desired.
Experience with reprographic services, including batch printing, copying, creating binders, spiral binding, and custom tabs, is preferred.
Experience with incoming/outgoing mail, packages, shipping, receiving, and shipment records is preferred.
Strong customer service, personal, verbal, written, organizational, and communication skills.
Ability to provide an excellent customer experience.
Demonstrated competency in basic computer skills, including proficiency with MS Office Suite and email systems.
Technical aptitude with printers, copiers, scanners, postage machines, and other office equipment.
Good organization and troubleshooting/problem-solving skills.
Ability to utilize a mixture of hardware and software to support cost recovery, document management, and advanced workflow functions.
Knowledge and understanding of shipping and receiving procedures.
Ability to work independently and flexibly to complete projects.
Ability to determine the correct packing method and materials and verify packing slips for accuracy.
Ability to comprehend instructions concerning mail delivery.
Ability to read and comprehend written technical information, including manuals, parts books, and related publications.
Excellent customer relations and verbal communication skills.
Ability to handle highly sensitive, confidential, and time-sensitive documents with accuracy and professionalism.
Ability to work in a typical office environment with adequate lighting and ventilation and a normal range of temperature and noise.
Ability to interpret, comprehend, and apply complex material, data and instructions and prepare, provide, and convey diversified information.
Ability to stand, walk, bend, reach, stretch, climb, or perform similar activities for extended periods.
Ability to lift or move items weighing up to 50 lbs.
Moderate dexterity with regular use of calculators, keyboards, hand tools, and eye/hand coordination.
A valid driver's license and minimum levels of auto insurance coverage may be required depending on job duties.

Nice To Haves

Some related copy/reprographic experience is preferred.
Basic electronics knowledge is preferred.

Responsibilities

Operate high-volume copy machines and perform copying, printing, binding, finishing, and related reprographic services.
Perform batch printing, create binders, spiral-bound documents, and custom tabs.
Operate high-volume scanners and image handling software.
Perform scanning, file conversion, file naming, file formatting, and electronic document processing.
Perform OCR (Optical Character Recognition) on files to assist with keyword searches.
Manage FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
Manage TOC (Table of Contents), including the first page of electronic files.
Perform file formatting for printing and Excel files.
Perform filing duties, including purging and archiving old documents.
Sort, distribute, and process incoming and outgoing mail, faxes, packages, and supplies.
Apply necessary postage and maintain records of incoming and outgoing mail, packages, and shipments.
Perform shipping and receiving functions and determine the correct packing method and materials.
Check packing slips for accuracy and distribute office supplies, fax transmissions, and mail to company personnel or designated drop-off points.
Maintain records of incoming/outgoing mail, shipments, supplies, inventories, billing logs, daily meter readings, and service activity.
Calculate charges for completed jobs and maintain billing records.
Ensure convenience copiers are working properly through daily quality inspections.
Clear paper jams and notify technicians of specific equipment problems.
Provide copier maintenance and/or repair support for customer-site equipment.
Respond to and coordinate customer service calls.
Answer customer questions regarding job status and feasibility.
Deliver completed jobs to predetermined customer locations within and outside the site.
May travel between customer buildings as required.
Maintain convenience copier areas so they remain clean, neat, and well stocked.
Use shrink-wrap machines, paper cutters, hole drills, bindery equipment, joggers, tape machines, stackers, electric staplers, scales, copiers, calculators, fax machines, postage meters, and PCs.
Perform bindery, QC and final checks, housekeeping, file services, call center, and other entry-level operational duties as assigned.
Assist with coordinating projects that will be completed off-site, including BIS or Smart Source projects.
Troubleshoot and resolve equipment and workflow issues.
Perform quality and accurate work that may require completion within tight deadlines and under high-pressure conditions.
Work independently and flexibly to complete assigned projects.
Comprehend and follow instructions related to mail delivery, shipping, receiving, document processing, and other assigned duties.
Provide excellent customer service and professional communication to users at various levels.
Perform other duties as assigned.