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, performs associated copying tasks, operates high‑volume document scanning equipment, and operates high‑volume mail processing equipment. Ships and receives products 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 one of the following at entry level: bindery, QC and final check, housekeeping, file services, call center representative, etc.
This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on site personnel configuration.
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 the utmost quality of work due to the sensitive nature of documents and projects 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 needed supplies.
- 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 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 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 contracted jobs.
- Uses all copier equipment, calculator, fax machine, postage meter, and some PC functions.
- Performs filing duties, which may include purging and archiving old documents.
- Performs duties of scanning, file conversion, and file naming.
- Performs FTP (File Transfer Protocol) between computers and files for printing and CD/DVD.
- Manages TOC (Table of Contents) — first page of electronic file.
- 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 with 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 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 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, Skills, and Abilities - Technical aptitude with printers, copiers, postage machines, and other office equipment.
- Good customer service skills.
- Good organizational 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 and 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 manuals, parts books, and related publications.
- Excellent customer relations and verbal communication skills.
Working Conditions, Mental and Physical Demands - Typically an office environment with adequate lighting and ventilation, and a normal range of temperature and noise level.
- Work assignments are diversified. Must interpret, comprehend, and apply complex material, data, and instructions; prepare, provide, and convey diversified information.
- Some physical effort is required, which may involve long periods of standing, walking, bending, reaching, stretching, climbing, or similar activities, as well as lifting or moving items weighing up to 50 lbs.
- Moderate dexterity — regular application of basic skills (calculator, keyboard, hand tools, eye/hand coordination).
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with a job.
