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, and handles mail processing. Ships and receives product and supplies, sorts, distributes, and handles incoming and outgoing mail/faxes, and applies necessary postage. Provides copier maintenance and/or repair of customer site equipment. May also perform bindery, QC and final check, housekeeping, file services, or call center duties at entry level.

This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.

Responsibilities

• Runs high volume copy machines and performs binding and finishing work.
• Handles highly sensitive and confidential documents that may be time sensitive, ensuring the utmost quality due to the sensitive nature of legal documents and projects.
• Operates high volume scanners and image handling software.
• Uses 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 billing logs.
• Responds to and coordinates all service calls required by the customer.
• May perform filing duties in conjunction with specific customer requests.
• Delivers completed jobs to predetermined customer locations within and outside of the site.
• 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 them 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 scanning, file conversion, and file naming duties.
• Performs FTP (File Transfer Protocol) between computers and files for printing and CD/DVD management.
• Manages TOC (Table of Contents) for the first page of electronic files.
• Performs duties involving OCR (Optical Character Recognition) files to assist with keyword search.
• Performs file formatting for printing/Excel files.
• Assists with coordinating projects that will be completed off-site (BIS or Smart Source).
• Responsible for interacting and providing professional-level support to users at various levels, including legal secretaries, project managers, paralegals, associates, and partners.
• Performs quality, accurate jobs/projects that may require tight deadlines and potentially under high pressure.
• Performs other duties as assigned.

Requirements

• 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 and 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.
• Basic 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 and verbal communication skills.

Working Conditions

Typically, an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level. Work assignments are diversified, requiring interpretation, comprehension, and application of complex material, data, and instructions to prepare, provide, and convey information.

• Some physical effort is required, which may involve long periods of standing, walking, bending, reaching, stretching, climbing, or similar activities.
• Lifting or moving items weighing up to 50 lbs.
• Moderate dexterity and regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).

Benefits

• Broad selection of medical, dental, life, and disability insurance options.
• Retirement Savings Plan (401K), Health Savings Account (HSA), and Flexible Spending Account (FSA) investments.
• Team member tuition assistance programs.
• Paid vacation time and paid holidays annually.
• Many other benefits to enhance health, wellness, and ongoing personal and professional development.

Pay

$17.02 - $20.00 per hour

Schedule

Full time