Office Services Clerk in Legal Firm

OFFICE SERVICES CLERK

Basic Function:

This non-exempt employee is responsible for assisting with all areas of general office services.

Essential Duties

-Conduct physical inventory of office and kitchen supplies.

-Orders and office and kitchen supplies as needed. Just-in-time ordering (JIT).

-Maintains offices, kitchens, and conference rooms and restocks supplies.

-Set up conference rooms for meetings, including audio/visual when needed, and clean/straighten up chairs, etc., after the meeting is finished and everyone has left the conference room.

-Assists with setting up offices for new hires.

-Ensures visiting offices are cleaned and set up.

-Assists IT with troubleshooting non-complex IT issues.

-Assists with office moves and changes, including setting up computer hardware and phone extensions.

-Replenish the paper and toner for copiers and printers.

-Collects and distributes mail daily. Posts outgoing mail and creates Fed Ex labels for outgoing shipments.

-Maintains the postage machine.

-Maintains all copiers and printers, including adding paper and toner cartridges.

-Contact vendors, HB IT, or HB facilities regarding service and maintenance for lights, electrical speaker phones, projectors, screens, equipment, etc.

-Coordinates minor leasehold improvements and repairs with the approval of the Office Administrator.

-Scan legal documents for attorneys, paralegals, practice assistants, and secretaries.

-Scan invoices and ensure they are entered into the firm’s accounting program.

-Coordinates copy, scan, and print projects.

Other Duties

-Assist and act as backup for receptionist relief.

-Coordinates overnight deliveries.

-Assist with the setup of office events.

-Run errands.

-Assists with setting up offices for new hires.

-Perform other related duties as needed or assigned.

Reporting Relationship

The Office Services Clerk reports directly to the GLC Regional Operations Director.

Subordinate Staff: N/A

Qualifications

Knowledge/Experience:

-At least two years of general office experience or training is preferred. Experience working within a law firm or professional services environment is also preferred. This position requires a broad range of technical abilities and a demonstrated aptitude and willingness to learn new software/applications.

Skills

The Office Services Clerk must be detail-oriented and comfortable with Microsoft Office

Applications. The individual must possess strong client focus, strong written and verbal

communication skills, and the ability to work individually and as a team member. The ability to work with many different types of personalities at all levels of the organization is a must. A sense of “urgency” is of the utmost importance. The clerk must be flexible and able to adapt to change quickly. Strong organizational and prioritization skills are required.

Education

The Administrative Services Clerk must possess a high school diploma or equivalent.

Physical Demands

Must be able to move around the office up to 50% of the time to make copies, file, distribute mail, etc.; This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) regularly.); Occasionally required to move documents or files weighing up to 50 lbs.; This position requires constant communication and exchange of information with the Firm attorneys, clients, and staff; This position must be able to inspect and observe information on a computer screen at least 50% of the time.

Working Conditions

Office environment. Occasional overtime may be required.

Job Type: Full-time

Pay: $21.00 - $22.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Costa Mesa, CA 92627 (Required)

Ability to Relocate:

• Costa Mesa, CA 92627: Relocate before starting work (Required)

Work Location: In person

Salary : $21 - $22