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Office clerk- reception, mail and copy clerk

Company: Ricoh USA, Inc.
Location: Charlotte
Posted on: February 16, 2020

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 USA, Inc., Charlotte , Office clerk- reception, mail and copy clerk, Administration, Clerical , Charlotte, North Carolina

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