Law Office Services Specialist

Legal Senior Onsite Service Specialist

POSITION PROFILE Provides direct hands on support within a legal office environment setting. Performs primarily reception and Switchboard duties. Will also perform various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning, fax, mail and shipping, direct floor support, hospitality assistance, conference room set up and scheduling. 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 an Assistant Site Manager. Job Duties and Responsibilities

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

�• Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system.

�• Assists with scheduling needed equipment, labor, and supplies for offsite trial(s).

OTHER DUTIES AND RESPONSIBILITIES

�• Responsible for interacting and providing professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners.

�• Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer.

�• Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler.

�• Handles time sensitive documents that are confidential in nature.

�• Responds to customer inquiries including the necessary coordination and calculation of time required to complete the requested task.

�• Provide imbedded support to specific floors or integrated practice groups.

�• Assist with coordinating projects that will be completed off site.

�• Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies.

�• Performs duties related to the shipping and receiving of materials and packages.

�• Performs filing duties in conjunction with specific customer requests, which may include purging' and archiving old documents.

�• Performs duties of scanning, file conversion, file naming, and encryption.

�• Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.

Meets and greets all visitors and employees to the firm, providing them a professional welcome, going above and beyond in their service approach

�• Schedules meeting rooms, insuring that each conference room has the necessary supplies, beverages, video conferencing etc. prior to the clients meeting times

�• Answers all incoming telephone calls made to the firm, by following firm/Ricoh phone etiquette expectations and ensuring communication at a professional level.

�• Engages in company and community service events or firm initiatives, philanthropies

�• Performs light clerical/admin asst duties:

�• Performs a broad range of clerical duties that require knowledge of legal procedures and terminology as required.
- Prepares documents, maintains files and calendars, schedules appointments and meetings as required.
- Prepares legal documents and correspondence from draft or dictated text as required.
- Manages calendars and assists in meeting deadlines as required

�• Provides light housekeeping duties, maintaining an organized work space

�• Provides "value added" services as approved by Site Manager/Supervisor

�• Builds professional relationships with clients as well as employees within the firm

�• Educates themselves on the firm culture, the key people, the roles of those key people and assimilates themselves into the culture

�• Understands firm culture and expectations in regards to greeting clients and other visitors to the firm

�• Maintain proper visitor and guest security procedures as laid out by Ricoh and the firm

�• Monitors whereabouts of attorney's and staff in order to appropriately handle telephone calls, visitors and/or questions

�• Serve as firm concierge in regards to guests, clients and staff, familiarizing themselves with the area, restaurants, coffee houses etc.

�• Maintain professional appearance and cleanliness of firm lobby

�• Orders supplies when necessary, organize supply room, supply closets etc.

�• Performs light hospitality when necessary, coffee, water, order food, drinks

�• Performs other duties as assigned.

Additional Pay Details:

Compensation range is $17.45 - $22.00/hour

Qualifications (Education, Experience and Certifications)

�• Requires high school diploma or GED and 1-2 years of related work experience.

�• Minimum of 2 years' experience in legal industry is preferred.

�• Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills.

�• May require a violation free, valid driver's license and minimum levels of auto insurance coverage per RICOH Policy.

KNOWLEDGE, Skills And Abilities

�• Working knowledge of copier and other related equipment and repair is preferred.

�• Ability to utilize a mixture of hardware and software to support functions such as cost recovery, document management and advanced workflow

�• Requires knowledge and understanding of shipping/receiving procedures.

�• Basis electronics knowledge is preferred.

�• Possesses ability to work independently and flexibly to complete projects.

�• Possesses ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials.

�• Possesses ability to comprehend instructions concerning mail delivery.

�• Possesses troubleshooting and problem solving skills.

�• Possesses ability to read and comprehend written technical information in the form of manuals, parts books and related publications.

�• Possesses excellent customer relations skills and excellent verbal communication skills.

Working Conditions, MENTAL AND PHYSICAL DEMANDS

�• Requires frequent exposure to copier/fax machine noise, toner and changes in room temperature and may be exposed to frequent paper cuts from the handling of paper and opening of boxes.

�• Requires exposure to various weather conditions when walking is necessary between buildings and exposure to location equipment can present opportunities for injury or accidents.

�• Makes daily telephone/in-person contact with customers, employees, managers and/or Dispatch Department and occasional telephone contact with vendors and equipment repair people.

�• Dealing with tight deadlines and quick turnaround times imposes high stress levels.

�• Some physical effort is required which may involve long periods of standing, walking, bending, reaching, stretching, climbing or similar activities as well as lifting or moving items weighing up to 50 lbs. and in pushing or pulling machines on wheels, which may weigh up to 400 lbs., in order to move for repairs. Walking between buildings may be necessary.

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.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.