Provides operational functions in one or more of the following areas within a legal office environment:
- Operates high-volume duplicating equipment and performs associated copying tasks
- Operates high-volume document scanning equipment
- Operates high-volume mail processing equipment
- Ships and receives products and supplies
- Sorts, distributes, and handles incoming and outgoing mail/faxes, including applying necessary postage
- Provides copier maintenance and/or repair of customer site equipment
At an entry level, may also perform duties in:
- Bindery
- Quality control (QC) and final checks
- Housekeeping
- File services
- Call center support
This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager , depending on site personnel configuration.
Job Duties and Responsibilities
- Runs high-volume copy machines and performs binding and finishing work
- Handles highly sensitive and confidential documents that may be time-sensitive
- Provides high-quality work due to the sensitive nature of documents and legal projects
- Operates high-volume scanners
- Operates image handling software
- Uses MS Office and email systems
- Ensures convenience copiers are functioning properly through daily quality inspections; clears jams and reports issues
- Maintains records for management reports and supply inventories
- Distributes office supplies, fax transmissions, and mail to personnel or designated drop-off points
- Calculates charges for completed jobs and maintains billing logs
- Responds to and coordinates all required customer service calls
- Performs filing duties as requested by customers
- Delivers completed jobs to designated locations (on-site and off-site)
- Maintains daily meter and service logs
- May travel between customer buildings
- Answers customer inquiries about job status or feasibility
- Keeps copier areas organized, clean, and fully stocked
- Performs shipping and receiving duties
- Uses equipment such as:
- Shrink-wrap machines
- Paper cutters
- Hole drillers
- Bindery equipment
- Joggers, tape machines, stackers
- Electric staplers and scales
- Operates copiers, calculators, fax machines, postage meters, and computers
- Performs filing, including purging and archiving documents
- Handles scanning, file conversion, and file naming
- Performs FTP (File Transfer Protocol) for file transfers and printing/CD/DVD creation
- Manages TOC (Table of Contents) for electronic files
- Performs OCR (Optical Character Recognition) to enable keyword searching
- Formats files for printing and Excel use
- Coordinates off-site production projects (e.g., BIS or Smart Source)
- Provides professional support to legal staff, including:
- Legal secretaries
- Project managers
- Paralegals
- Associates and partners
- Produces accurate, high-quality work under tight deadlines and pressure
- Performs other duties as assigned
Qualifications (Education, Experience, and Certifications)
Typically Required:
- High school diploma, GED, or equivalent work experience
- Completion of Ricoh Legal training within 90 days of hire, with ongoing compliance
- Preferred: prior copy/production experience
- Strongly preferred: minimum of 1 year in the legal industry
- Excellent customer service and communication skills
- May require a valid driver’s license and minimum auto insurance per company policy
- Basic computer proficiency, including MS Office Suite
Knowledge, Skills, and Abilities
- Technical aptitude with printers, copiers, postage machines, and office equipment
- Strong customer service skills
- Good organizational skills
- Ability to use hardware and software for:
- Cost recovery
- Document management
- Advanced workflow processing
- Knowledge of shipping and receiving procedures
- Basic electronics knowledge (preferred)
- Ability to work independently and adapt to changing priorities
- Ability to determine appropriate packing methods and verify packing slips
- Ability to follow instructions related to mail delivery
- Troubleshooting and problem-solving skills
- Ability to read and understand technical manuals and documentation
- Excellent verbal communication and customer relations skills
Working Conditions, Mental and Physical Demands
- Office environment with standard lighting, ventilation, temperature, and noise levels
- Work assignments are varied and may require interpreting and applying complex information
- Regular communication of diverse information and instructions
- Physical activity may include:
- Standing, walking, bending, reaching, stretching, climbing
- Lifting or moving items up to 50 lbs
- Moderate dexterity required, including use of:
- Keyboard
- Calculator
- Hand tools
- Eye/hand coordination
The above statements describe the general nature and level of work performed in this role. They are not intended to be a complete list of all responsibilities, skills, efforts, or working conditions associated with the position.
