Legal Print and Copy Specialist

Legal Senior Onsite Service Specialist

Position Profile

This role provides direct hands-on support within a legal office environment. Responsibilities include various office support tasks such as copying, production, scanning, faxing, mail and shipping, records support, direct floor support, hospitality assistance, conference room setup and scheduling, receptionist backup, and light facilities support. A Senior Legal Onsite Service Specialist must possess high-level presentation skills, interpersonal etiquette, and customer service skills to communicate effectively with senior-level attorneys, partners, clients, opposing counsel, vendors, staff, and others. This position reports directly to a Site Manager, Site Supervisor, or Assistant Site Manager.

Job Duties and Responsibilities

Legal Environment Responsibilities:

• Understand client matter workflow, including chargebacks to the firm and/or clients for work, supplies, hours, etc.
• Familiarity with legal technologies and software such as document management systems and cost recovery/chargeback systems (e.g., Copitrak/Equitrac).
• Knowledge of legal records management processes.
• Familiarity with legal documents and processes such as closing binders, depositions, transcripts, briefs, addendums, filings, discovery, judgments, court systems, and proper delivery of items/documents within the court system.
• Assist with scheduling needed equipment, labor, and supplies for offsite trials.

Other Duties and Responsibilities:

• Provide professional-level support to executive-level end users, including legal assistants, firm administration, project managers, paralegals, associates, and partners.
• Accurately produce jobs and projects according to required deadlines, maintaining composure and professionalism under tight deadlines.
• Operate all copier equipment, including high-volume copy machines, fax services, postage meter, and personal computer.
• Utilize equipment such as paper cutters, hole drillers, bindery equipment, joggers, tape machines, stackers, and electric staplers.
• Handle time-sensitive and confidential documents.
• Ensure quality and accurate reproduction, scanning, or project work.
• Respond to customer inquiries, coordinating and calculating the time required to complete tasks.
• Provide embedded support to specific floors or integrated practice groups.
• Coordinate offsite projects.
• Maintain logs for billing and assist in calculating charges for work performed.
• Maintain logs and work records for tracking, management reports, inventory, and ordering supplies.
• Distribute incoming mail and packages to designated drop points, as well as office supplies and fax transmissions.
• Deliver completed reproduction work to predetermined delivery areas, which may include locations outside the customer's office.
• Perform duties related to shipping and receiving materials and packages.
• Perform filing duties, including purging and archiving old documents.
• Perform scanning, file conversion, file naming, and encryption tasks.
• Perform FTP (File Transfer Protocol) between computers and files for printing.
• Manage TOC (Table of Contents) for electronic files.
• Perform OCR (Optical Character Recognition) tasks to assist with keyword searches.
• Format files for printing in programs such as Microsoft Office Suite and Adobe Acrobat Pro.
• Perform daily quality checks on convenience copiers to ensure proper functionality.
• Respond to errors or issues with copy machines, including clearing paper jams.
• Maintain daily meter and service logs.
• Stock and organize convenience copier areas.
• Straighten, organize, and manage firm conference and meeting rooms.
• Assist facilities with box moves, office moves, and occupant moves.
• Perform light maintenance duties.
• May perform occasional cleaning duties.
• May require periodic overtime on nights and weekends, including off-hour emergency response.
• Perform other duties as assigned.

Qualifications:

• High school diploma or GED required.
• 1-2 years of related work experience required.
• Minimum of 2 years' experience in the legal industry 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 company policy.

Knowledge, Skills, and Abilities:

• Working knowledge of copier and related equipment and repair preferred.
• 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 preferred.
• Ability to work independently and flexibly to complete projects.
• Ability to determine correct methods and packing materials, 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 skills and verbal communication skills.

Working Conditions and Physical Demands:

• Frequent exposure to copier/fax machine noise, toner, and changes in room temperature; may be exposed to frequent paper cuts from handling paper and opening boxes.
• Exposure to various weather conditions when walking between buildings; location equipment can present opportunities for injury or accidents.
• Daily telephone/in-person contact with customers, employees, managers, and/or Dispatch Department; occasional telephone contact with vendors and equipment repair personnel.
• High stress levels due to tight deadlines and quick turnaround times.
• Some physical effort required, including long periods of standing, walking, bending, reaching, stretching, climbing, or similar activities, as well as lifting or moving items weighing up to 50 lbs. and pushing or pulling machines on wheels weighing up to 400 lbs. Walking between buildings may be necessary.

The above statements describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, efforts, or working conditions associated with the job.