Office Services Specialist

Office Services SpecialistThe Office Services Specialist plays a key role in supporting attorneys, paralegals, and administrative staff while working ticket requests timely through a ticket queue request system. Duties may include but are not limited to tasks related to incoming and outgoing mail, records maintenance, document production and support, postage equipment usage and other office services related functions. This role ensures accurate distribution, tracking, and processing of physical and digital correspondence while maintaining proper document management standards within the firm's case management and records systems, including NetDocuments, in accordance with firm records policies.Primary Job Duties:Following firm established SOPS, deadlines and service requirements utilizing proper protocol and firm technology applications, the Office Services Specialist will process work as assigned for the following key functions:Centralized outgoing and incoming mail & fax processingRecords Tasks: Document Scanning & Digital Records Management, Physical Records Management, Case and Records SupportDocument Production: Large volume copy/scan, document production servicesFed Ex Assistance: Service/Weather related announcements, Research delivery issuesOther Office Services Functions as assignedGeneral Administrative and Operational SupportSample tasks involve:Process ticket requests via Zoho ticketing systemScan incoming mail for electronic filing and records managementUpload, index, and profile documents into NetDocumentsEnsure documents are correctly linked to client matters, workspaces, and foldersMaintain consistent naming conventions and filing structuresSupport case teams for various mail and document requestsMaintain mailroom equipment and suppliesAssist with special projects such as file audits, trial binders, records cleanup, document digitization initiatives, and records retention projectsMaintain accurate logs of shipments, deliveries, and scanned documentsKey Competencies:Communicating - Legal professionals provide the information required by others in a concise, direct, and unambiguous way.

They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.Conflict Management - Legal professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.Professionalism - Legal professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.Planning & Priority Setting - Legal professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.Other DutiesPlease note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.This position is fully in-office.RequirementsHigh school diploma or equivalent1–3 years of experience in a mailroom, records, or file clerk role (law firm or professional services environment preferred)Familiarity with legal case files and records procedures preferredAbility to lift packages up to 30 pounds.

Ability to stand, walk, and move between departments for mail distributionExperience with document management systems such as NetDocuments preferredExperience with ticket queue applications preferredAbility to operate scanners, copiers, and mailing equipment. Basic scanning, copying, and document processing skillsStrong organizational and document management skillsAttention to detail when indexing and profiling documentsAbility to manage high volumes of mail and documents efficiently