Legal Senior Onsite Service Specialist

Legal Senior Onsite Service Specialist

 

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.

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