Legal Document Services Specialist

POSITION PROFILE

Provides direct hands-on support within a legal office environment. Performs various office support tasks which may include one or more of the following areas of responsibility: copy, production, and scanning; fax; mail and shipping; records support; direct floor support; hospitality assistance; conference room setup and scheduling; receptionist backup; and light facilities support.

A Senior Legal Onsite Service Specialist must possess a high level of presentation skills, interpersonal etiquette, and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others.

This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities 

LEGAL ENVIRONMENT JOB RESPONSIBILITIES

Possesses the legal background necessary to understand client matter workflow, including:

• Charge back to firm and/or clients for work, supplies, hours, and services.
• Familiarity with legal technologies and software, including document management systems and cost recovery/charge back systems (e.g., Copitrak, Equitrac).
• Familiarity with legal records management processes.
• Familiarity with legal processes and documents such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and the proper delivery of documents within the court system.
• Assists with scheduling equipment, labor, and supplies for off-site trials.

OTHER DUTIES AND RESPONSIBILITIES

• Responsible for interacting with and providing professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produces jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism.
• Operates all copier equipment, including high-volume copy machines, fax services, postage meters, and personal computers.
• Utilizes equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handles confidential and time-sensitive documents.
• Provides quality and accurate reproduction, scanning, and project support.
• Responds to customer inquiries, including coordinating and calculating the time required to complete requested tasks.
• Provides embedded support to specific floors or integrated practice groups.
• Assists with coordinating projects that will be completed off-site.
• Maintains billing logs and assists in calculating charges for work performed.
• Maintains logs and work records used for tracking, management reporting, inventory control, and supply ordering.
• Distributes incoming mail, packages, office supplies, and fax transmissions to designated drop points.
• Delivers completed reproduction work to predetermined delivery locations, including locations outside the customer’s office when required.
• Performs deliveries and pickups that may require travel between offices or office locations.
• Performs duties related to the shipping and receiving of materials and packages.
• Performs filing duties in conjunction with specific customer requests, including document purging and archiving.
• Performs scanning, file conversion, file naming, and file encryption.
• Performs FTP (File Transfer Protocol) transfers between computers and files for printing.
• Manages TOC (Table of Contents) creation and maintenance for electronic files.
• Performs OCR (Optical Character Recognition) processing to support keyword search functionality.
• Formats files for printing using Microsoft Office Suite, Adobe Acrobat Pro, and related applications.
• Performs daily quality checks on convenience copiers to ensure proper functionality.
• Responds to copier issues and clears paper jams as needed.
• Maintains daily meter readings and service logs.
• Stocks and organizes convenience copier areas.
• Organizes and maintains conference rooms and meeting spaces.
• Assists Facilities with box moves, office relocations, and occupant moves.
• Assists Facilities with light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime, including evenings, weekends, and off-hour emergency response.
• Performs other duties as assigned.

Qualifications (Education, Experience, and Certifications)

• High school diploma or GED required.
• One (1) to two (2) years of related work experience required.
• Minimum of two (2) years of experience in the legal industry preferred.
• Ability to provide an excellent customer experience through strong customer service, interpersonal, and communication skills.
• May require a valid driver’s license with a clean driving record and minimum levels of auto insurance coverage in accordance with Ricoh policy.

Knowledge, Skills, and Abilities

• Working knowledge of copier equipment and related equipment maintenance is preferred.
• Ability to utilize a combination of hardware and software to support cost recovery, document management, and advanced workflow solutions.
• Knowledge and understanding of shipping and receiving procedures.
• Basic electronics knowledge preferred.
• Ability to work independently and flexibly to complete projects.
• Ability to determine appropriate packing methods and materials and verify packing slips for accuracy.
• Ability to understand and follow instructions related to mail delivery processes.
• Strong troubleshooting and problem-solving skills.
• Ability to read and comprehend technical information contained in manuals, parts books, and related publications.
• Excellent customer relations and verbal communication skills.

Working Conditions, Mental and Physical Demands

• Frequent exposure to copier and fax machine noise, toner, and varying room temperatures. May also be exposed to paper cuts associated with handling paper and opening boxes.
• Exposure to various weather conditions when travel between buildings is required. Office equipment may present opportunities for injury or accidents.
• Daily telephone and in-person interaction with customers, employees, managers, and/or the Dispatch Department. Occasional interaction with vendors and equipment repair personnel.
• Tight deadlines and quick turnaround requirements may create high-stress situations.
• Physical demands may include extended periods of standing, walking, bending, reaching, stretching, and climbing, as well as lifting or moving items weighing up to 50 pounds.
• May be required to push or pull wheeled equipment weighing up to 400 pounds for repair or relocation purposes.
• Walking between buildings may be required.