Legal Office Support Specialist

Company: Ricoh Americas Corporation
Location: Birmingham
Posted on: November 19, 2021

Job Description:

POSITION PROFILE: Provides direct hands on support within a legal office environment setting. 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 set up 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 with senior level attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or an Assistant Site Manager. JOB DUTIES AND RESPONSIBILITIES * LEGAL ENVIRONMENT JOB RESPONSIBILITIES * Possess the legal background to understand client matter work flow, such as: * Charge back to firm and/or clients for work, supplies, hours, etc. * Familiar with legal technologies and software such as document management systems as well as cost recovery and charge back systems (examples: Copitrak/Equitrac, etc.). * Familiar with legal records management processes. * Familiar with processes and documents such as: closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, knowledge of court systems, and the proper delivery of items and documents within the court system. * Assists with scheduling needed equipment, labor, and supplies for offsite trial(s). * OTHER DUTIES AND RESPONSIBILITIES * Responsible for interacting and providing professional level support to executive level end users at various levels, including: legal assistants, firm administration, project managers, paralegals, associates, and partners. * Work to accurately produce jobs and projects according to required deadlines. Job and project deadlines may be short and require composure and professionalism. * Runs all copier equipment including high volume copy machines, fax services, postage meter, and personal computer. * Performs tasks and utilizes equipment such as: paper cutter, hole driller, bindery equipment, jogger, tape machine, stackers, and electric stapler. * Handles time sensitive documents that are confidential in nature. * Works to provide quality and accurate reproduction, scanning, or project work. * Responds to customer inquiries including the necessary coordination and calculation of time required to complete the requested task. * Provide imbedded support to specific floors or integrated practice groups. * Assist with coordinating projects that will be completed off site. * Maintains logs for billing and assists in calculating charges for work or jobs performed. * Maintains logs and work records to be utilized for tracking, management reports, inventory, and ordering of supplies. * Distributes incoming mail and packages to designated drop points as well as office supplies and fax transmissions. * Delivers completed reproduction work to pre-determined delivery areas. This may include delivery areas outside of the customers office location. * Deliveries and pickups may require travel between offices or another office location. * Performs duties related to the shipping and receiving of materials and packages. * Performs filing duties in conjunction with specific customer requests, which may include 'purging' and archiving old documents. * Performs duties of scanning, file conversion, file naming, and encryption. * Performs FTP (File Transfer Protocol) between computers and files for printing. * 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. * Performs file formatting for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro. * Performs daily quality checks on convenience copiers to ensure proper functionality. * Responds to errors or troubled copy machines. Also works to clear paper jams. * Maintains daily meter and service logs. * Stocks and organizes convenience copier areas. * Straightens, organizes, and manages firm conference and meeting rooms. * Assists facilities with box moves, office moves, and occupant moves. * Assists facilities with light maintenance duties. * May perform occasional cleaning duties. * May require periodic overtime on nights and weekends, including off-hour emergency response. * Performs other duties as assigned. QUALIFICATIONS (Education, Experience, and Certifications) * Requires high school diploma or GED and 1-2 years of related work experience. * Minimum of 2 years' experience in legal industry is preferred. * Ability to provide an excellent customer experience, utilizing strong customer service, personal and communication skills. * May require a violation free, valid driver's license and minimum levels of auto insurance coverage per RICOH Policy. Ricoh is an EEO/Affirmative Action Employer -- Minorities/Women/Protected Veterans/Disabled.

Keywords: Ricoh Americas Corporation, Birmingham , Legal Office Support Specialist, Legal , Birmingham, Alabama