Job Title: Office Services Specialist - (Onsite)
Job Responsibilities:
The Office Services Specialist is responsible for a variety of tasks aimed at ensuring the efficient operation of the law firm's office services. Key responsibilities include:
- Reproducing documents using high-speed and color copiers, including tasks such as collating, binding, and inserting tabs.
- Logging and prioritizing all incoming jobs.
- Entering client/matter numbers into the cost accounting system and backup system as needed.
- Binding documents in various styles and operating paper drill and cutter equipment.
- Performing quality checks on produced copies and maintaining appropriate logs and records.
- Communicating effectively with attorneys, paralegals, and secretaries.
- Placing service calls with vendors and interacting with technicians for equipment maintenance within the department and convenience copiers in the building.
- Overseeing and distributing overflow work to outside vendors.
- Sending facsimile transmissions and operating mail machinery.
- Sorting and distributing incoming and interoffice mail, as well as handling nightly mail drops.
- Preparing, sending, receiving, and tracing hand deliveries, Federal Express packages, and UPS packages.
- Assisting in ordering and stocking supplies for the department and ensuring convenience and printer areas are stocked.
- Aiding in office relocations, which includes lifting and moving boxes, furniture, and equipment.
- Assisting in testing and evaluating new equipment for the firm.
- Answering telephones and acting as the central point of contact for the department.
- Assuming supervisory responsibilities in the absence of the Office Services Supervisor.
- Performing other duties as required.
Education and Experience Information:
- Education: High School Graduate or its equivalent.
- Experience: A minimum of one year of experience with high volume copiers is required. Experience in a law firm office services environment is preferred.
Skills and Other Requirements:
- Must understand and follow instructions, organize and prioritize workloads, and use good judgment in decision-making to meet deadlines efficiently.
- Ability to program, operate, and troubleshoot low/high-speed and color copiers.
- Ability to work under pressure and display excellent customer service skills.
- Professional manner when interacting with clients, attorneys, paralegals, secretaries, and other staff members.
- Effective time management skills and productive use of working hours.
- Ability to deal with stress associated with a fast-paced work environment.
- Capacity to work well as a team member, make judgment decisions, and handle responsibilities with little or no supervision.
- Adaptability to changing work situations and ability to grasp and apply new ideas.
- Ability to interact with people at all levels within the firm and with external vendors.
- Normal range of hearing and vision is required.
- Physical ability to stand, bend, stoop, and reach continuously and to lift up to 50 pounds or more.
- Manual dexterity sufficient to operate standard office machines such as high-speed copiers, binding equipment, paper drill, paper cutter, and cost accounting system.
Working Conditions:
- Work is performed in a typical office setting characteristic of a Central Reproduction Department.
- Occasionally required to work overtime.
- May be called upon to troubleshoot for convenience copiers and cost accounting terminals located throughout the building.
Salary Information:
The anticipated pay range for this position is between $20/HR and $25/HR, depending on various factors including location and experience. The law firm offers a challenging work environment, business casual dress code, and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and a generous 401(k) plan.
Equal Employment Opportunity:
The law firm is committed to equal employment opportunity and treats applicants and employees without regard to race, ethnicity, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, familial status, disability status, veteran status, or any other characteristic protected by law. The firm provides reasonable accommodations for persons with disabilities, including in the application and interview process.
Qualified candidates only. No search firms.
