Office Services Specialist
About The Position
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, and 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, and call center support. This position 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
- Completion of Ricoh Legal training within 90 days of hire, with ongoing compliance
- Excellent customer service and communication skills
- Basic computer proficiency, including MS Office Suite
- 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
- 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
Nice To Haves
- prior copy/production experience
- minimum of 1 year in the legal industry
- Basic electronics knowledge
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
- 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
