Legal Office Services Specialist

About the role

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.

Responsibilities

• Possess the legal background to understand client matter work flow, such as: Charge back to firm and/or clients for work, supplies, hours, etc.
• Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.).
• Familiar with legal records management processes.
• 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).
• Interacts and provides professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Work to accurately produce jobs and projects according to required deadlines.
• 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.
• Works to provide quality and accurate reproduction, scanning, or project work.
• 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.
• Aid in coordinating projects that will be completed off site.
• Maintain logs for billing and assist in calculating charges for work or jobs performed.
• Maintain logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies.
• Distribute incoming mail and packages to designated drop points as well as office supplies and fax transmissions.
• Deliver completed reproduction work to pre-determined delivery areas.
• This may include delivery areas outside of the customers office location.
• Perform duties related to the shipping and receiving of materials and packages.
• Perform filing duties in conjunction with specific customer requests, which may include �purging' and archiving old documents.
• Perform duties of scanning, file conversion, file naming, and encryption.
• Perform FTP (File Transfer Protocol) between computers and files for printing.
• Manage TOC (Table of Contents) � first page of electronic file.
• Perform duties that involve OCR (Optical Character Recognition) files to assist with key word search.
• Perform file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Perform daily quality checks on convenience copiers to ensure proper functionality.
• Respond to errors or troubled copy machines.
• Also works to clear paper jams.
• Maintain daily meter and service logs.
• Stocks and organizes convenience copier areas.
• Straightens, organizes, and manages firm conference and meeting rooms.
• Aids in managing facilities with box moves, office moves, and occupant moves.
• Aids in performing light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Performs other duties as assigned.

Qualifications

• 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.
• 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.
• 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.