Office Services Specialist

Office Services Specialist

• Department: Facilities
• Employee type: Permanent
• Working designation for the role: Office-based
• Full time / Part time: Full time
• Location: New York, NY
• Hours of work per week: 35

Position summary

This position is responsible for:

• Reproduction of documents using high-speed and color copiers
• Performing various binding jobs
• Meeting deadlines

Additional responsibilities include:

• Preparing, sending, and receiving hand-delivered packages, UPS, and Federal Express packages
• Assisting with sorting and distributing incoming and interoffice mail

This role also:

• Assumes supervisory duties as needed
• Works as a team player and leader
• Maintains communication with attorneys, paralegals, secretaries, and other staff
• Prioritizes workflow
• Oversees use of outside vendors for overflow work

Job duties and responsibilities

• Reproduce documents on high-volume copiers/duplicators, including:
• Collating
• Binding
• Inserting number or letter tabs
• Clock in and prioritize all incoming jobs
• Key client/matter numbers into cost accounting and backup systems
• Bind documents in various styles and operate:
• Paper drill
• Cutter equipment
• Quality check copies and maintain logs and records
• Communicate with attorneys, paralegals, and secretaries
• Place service calls and coordinate with vendors and technicians
• Assist in oversight and distribution of overflow work to outside vendors
• Send facsimile transmissions and operate mail machinery
• Assist in sorting and distributing incoming and interoffice mail, including nightly mail drops
• Prepare, send, receive, and trace:
• Hand deliveries
• Federal Express packages
• UPS packages
• Assist in ordering and stocking supplies, including:
• Department supplies
• Printer and convenience areas
• Assist with office relocations, including lifting and moving:
• Boxes
• Furniture
• Equipment
• Assist in testing and evaluating new equipment
• Answer telephones and serve as a central point of contact
• Monitor inventory levels and reorder supplies as needed
• Coordinate with other office services staff to prioritize workflow and resolve issues
• Assist with invoice control and review as assigned
• Handle facility issues and vendor requests
• Cross-train with other departments (hospitality, records)
• Perform other duties as required

Job duties and responsibilities included are not exhaustive and may be supplemented as necessary. Reed Smith reserves the right to revise or modify job duties and responsibilities at any time.

Requirements

Education

• High School Graduate or equivalent

Experience

• Minimum of one year of experience on high-volume copiers
• Law firm office services experience preferred

Skills

• Ability to understand and follow instructions

• Ability to organize and prioritize workload

• Strong decision-making and judgment skills

• Ability to program, operate, and troubleshoot copiers

• Ability to work under pressure

• Strong customer service and professional communication skills

• Strong time management and productivity skills

• Other

• Supervisory responsibilities: None

Equipment to be used:

• Personal computer
• Telephone, calculator, fax machine, copier, scanner, and other standard office equipment

Essential job functions:

• Ability to manage stress in a fast-paced environment
• Ability to handle multiple tasks daily
• Ability to work independently and as part of a team
• Ability to adapt to changing work situations
• Ability to build relationships with internal and external stakeholders
• Requires normal range of hearing and vision
• Ability to stand, bend, stoop, and reach throughout the workday
• Ability to lift up to 50 pounds or more
• Ability to operate high-speed copiers and related equipment

Working conditions:

• Works in a typical office setting. Occasionally called upon to work hours in excess of your normal daily schedule. The details of your weekly schedule will be discussed further with your direct supervisor.

Benefits

• Medical & prescription coverage

• 401(k) Retirement plan

• Health savings & flexible spending accounts

• Dental & vision coverage

• Paid time off & holidays

• Life & disability coverage

• Mental health support

• Family-building support

• Parental leave programs

• Back-up child care

• Commuter & transportation benefits

• Voluntary benefit options

• Benefits are subject to the terms and conditions of the applicable plan documents and governing law. Eligibility may vary based on employee classification, work location, FTE status, length of service, and other applicable criteria.