Legal On-Site Services Specialist

POSITION PROFILE

Provides operations functions in one or all of the following areas within a legal office/environment: Operates high-volume duplicating equipment and performs associated copying tasks. Operates high-volume document scanning equipment and mail processing equipment. Ships and receives products and supplies, sorts, distributes, and handles incoming/outgoing mail/faxes while applying necessary postage. Provides copier maintenance and/or repair of customer site equipment. May also perform entry-level tasks such as bindery, quality control, final checks, housekeeping, file services, and call center support. Reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration. Job Duties and Responsibilities Operates high-volume copy machines and performs binding and finishing work. Handles highly sensitive and confidential documents that may be time-sensitive. Ensures quality work due to the sensitive nature of legal documents. Operates high-volume scanners and image handling software. Uses MS Office and email systems effectively. Conducts daily inspections of convenience copiers, clears paper jams, and reports issues to technicians. Maintains records for management reports and inventories of necessary supplies. Distributes office supplies, fax transmissions, and mail to designated drop-off points. Calculates job charges and maintains billing logs. Coordinates and responds to service calls required by customers. Performs filing duties based on customer requests. Delivers completed jobs to predetermined customer locations. Maintains daily meter and service logs and may travel between customer buildings. Answers customer inquiries regarding job requests. Ensures copier areas are neat and well-stocked. Performs shipping and receiving tasks. Uses various office equipment including shrink-wrap machines, bindery tools, postage meters, and copiers. Converts and organizes scanned files, including file naming and formatting for printing. Conducts FTP transfers between computers and files for printing or storage. Manages Table of Contents (TOC) for electronic files. Performs Optical Character Recognition (OCR) tasks for keyword search capabilities. Coordinates off-site project completion when necessary. Provides professional-level support to legal secretaries, project managers, paralegals, associates, and partners. Ensures high-quality output under tight deadlines and high-pressure situations. Performs other duties as assigned. Qualifications (Education, Experience, and Certifications) Typically Required: High school diploma, GED, or equivalent work experience. Completion of Ricoh Legal training within 90 days of hire and maintenance of required ongoing training. Some prior experience in copy job execution preferred. Minimum one year of experience in the legal industry strongly desired. Excellent customer service, personal interaction, and communication skills. Valid driver's license and minimum auto insurance coverage (as per Ricoh policy, if required). Competency in basic computer skills, including MS Office Suite proficiency. Knowledge, Skills, and Abilities Technical aptitude with printers, copiers, postage machines, and other office equipment. Strong customer service and organizational skills. Ability to utilize hardware and software to support document management and advanced workflow functions. Basic understanding of shipping/receiving procedures. Preferred knowledge of basic electronics. Ability to work independently and flexibly on projects. Strong troubleshooting and problem-solving abilities. Ability to comprehend technical manuals, parts books, and related publications. Excellent verbal communication and customer relations skills. Working Conditions, Mental and Physical Demands Office environment with adequate lighting, ventilation, and a normal range of temperature and noise levels. Work assignments are diversified, requiring the ability to interpret and apply complex materials, data, and instructions. Some physical effort required, including standing, walking, bending, stretching, lifting up to 50 lbs. Moderate dexterity required for basic office tasks (calculator, keyboard, hand tools, eye/hand coordination).

The above statements describe the general nature and level of work performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions.