Mailroom Specialist

Job Duties And Responsibilities

• Runs high volume copy machines and performs binding and finishing work
• Handles highly sensitive and confidential documents that may be time sensitive
• Provides upmost in quality work due to the sensitive nature of documents and projects that are required in a legal environment
• Operates high volume scanners
• Operates image handling software
• Operates 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
• May perform filing duties in conjunction with specific customer requests
• Delivers completed jobs to pre-determined 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 neat and well stocked
• 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 related to the 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
• Perform file formatting for printing/Excel files
• Aid 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

  Qualifications (Education, Experience And Certifications)

  • Typically Required: 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 Knowledge
  • Knowledge, Skills And Abilities: 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
  • 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