Legal On-Site Services Specialist

About the role

Provides operations functions in one or all of the following areas within a Legal office/environment: operates high volume duplicating equipment, performs associated copying tasks, operates high volume document scanning equipment, operates high volume mail processing equipment. Ships and receives product and supplies, sorts, distributes and handles incoming and outgoing mail/faxes, as well as applies necessary postage.

Responsibilities

• Runs high volume copy machines and performs binding and finishing work.
• Handle highly sensitive and confidential documents that may be time sensitive.
• Provide upmost in quality work due to the sensitive nature of documents and projects that are required in a legal environment.
• Operate high volume scanners.
• Operate image handling software.
• Operate MS Office and Email systems.
• Ensures convenience copiers are working properly, checking for quality via daily inspections.
• Clears paper jams and informs technicians of specific problems.
• Maintains records for management reports and inventories of supplies needed.
• Distributes office supplies, fax transmissions and mail to company personnel and/or designated drop-off points as required.
• Calculates charges for jobs performed and maintains some billing logs.
• Responds to and coordinates all service calls required by customer.
• Maintains daily meter and service logs.
• May travel between customer's buildings.
• Answers customer questions regarding status or feasibility of job requests.
• Ensures upkeep of convenience copier areas by keeping neat and well stocked.
• Performs duties related to the shipping and/or receiving of materials.
• Uses shrink-wrap machine, paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, electric stapler and scales in completion of various jobs contracted.
• Uses all copier equipment, calculator, fax machine, postage meter and some PC.
• Performs filing duties, which may include purging' and archiving old documents.
• Performs duties of scanning, file conversion and file naming.
• Performs FTP (File Transfer Protocol) between computers and files for printing and CS/DVD.
• 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.
• File formatting for printing/Excel files.
• Afford to coordinate projects that will be completed off site (BIS or Smart Source).

Qualifications

• Requires high school diploma, GED, or equivalent work experience.
• Complete Ricoh Legal training within 90 days of hire and maintain any new training requirements.
• Some related copy job experience is preferred.
• Minimum of 1 year of experience in the Legal Industry is strongly desired.
• Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills.
• May require a valid driver's license and minimum levels of auto insurance coverage per Ricoh policy.
• Demonstrated competency in basic computer skills including proficiency in MS Office Suite.

Skills

• Technical aptitude with printers, copy and postage machines and other office equipment.
• Good customer service skills.
• Good organization skills.
• 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.
• Ability to work independently and flexibly to complete projects.
• Ability to determine correct method and packing material as well as check packing slips for accuracy of incoming materials.
• Ability to comprehend instructions concerning mail delivery.
• Troubleshooting and problem solving skills.
• Ability to read and comprehend written technical information in the form of manuals, parts books and related publications.
• Excellent customer relations skills and excellent verbal communication skills.

Physical Demands

Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level. Work assignments are diversified. Interpret, comprehend and apply complex material, data and instruction prepare, provide and convey diversified information. 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. Moderate dexterity regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination.)