Office Services Specialist - (Onsite) at Reed Smith LLP

Firm Information

Reed Smith is a global relationship law firm with more than 1,700 lawyers in 30 offices throughout the United States, Europe, Asia and the Middle East.

Founded in 1877, the firm represents leading international businesses, from Fortune 100 corporations to mid-market and emerging enterprises. Its lawyers provide litigation and other dispute resolution services in multi-jurisdictional and other high-stakes matters; deliver regulatory counsel; and execute the full range of strategic domestic and cross-border transactions. Reed Smith is a preeminent advisor to industries including financial services, life sciences, health care, advertising, entertainment and media, shipping and transport, energy and natural resources, real estate, manufacturing, technology, and education. For more information, visit reedsmith.com.

Position Summary

This position is responsible for the reproduction of documents accomplished by operating high speed and color copiers, performing various binding jobs, and meeting deadlines. This position is also responsible for preparing, sending and receiving hand-delivered packages, UPS and Federal Express packages. This role assumes supervisory duties as dictated, must work as a team player and leader, maintain good communication with attorneys, paralegals, secretaries and other service departments and staff, prioritize workflow, and oversee use of outside vendors for overflow work. This position will also assist in sorting and distributing incoming and interoffice mail.

Job Duties and Responsibilities

• Reproduce documents on high volume copiers/duplicators, to include collating, binding, and inserting number or letter tabs.
• Log and prioritize all incoming jobs.
• Key client/matter numbers into the cost accounting system and backup system as necessary.
• Bind documents in various styles and operate paper drill and cutter equipment.
• Quality check the copies produced and keep appropriate logs and records.
• Communicate with attorneys, paralegals, and secretaries.
• Place service calls with vendors and be able to interact with technicians for equipment within the department and convenience copiers in the building
• 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 and handling nightly mail drops.
• Prepare, send, receive and trace hand deliveries, Federal Express packages and UPS packages.
• Assist in ordering and stocking supplies for the department, in addition to ensuring the convenience and printer areas are stocked with supplies.
• Assist with office relocations to include lifting and moving boxes, furniture and equipment.
• Assist in testing and evaluating new equipment being considered for the Firm.
• Answer telephones and act as central point of contact for the department.
• Assume supervisory responsibilities in the absence of the Office Services Supervisor.
• 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 its equivalent

Experience: Minimum of one-year of experience on high volume copiers. Experience in a law firm Office Services environment preferred.

Skills: Must be able to understand and follow instructions, organize and prioritize workload, and use good judgment in decision making on how to adequately and efficiently meet all deadlines. Be able to program, operate and trouble shoot low/high speed and color copiers. Ability to work under pressure. Must display excellent customer service skills and a professional manner with clients, attorneys, paralegals, secretaries and other staff members. Must be able to make productive use of working hours and exhibit strong time management skills.

Other

Supervisory Responsibilities: Assume Supervisor’s responsibilities in his/her absence, i.e., ordering supplies, monthly meterreads of all equipment, prioritizing work flow, handling problems that may arise.

Equipment To Be Used: High volume copiers; Binding equipment; Paper drill and cutter; Facsimile machines; Postage; Telephone; Personal Computer

Essential Job Functions: 

• Ability to deal with stress associated with a fast paced work environment, including handling the demands of multiple tasks on a daily basis.
• Ability to work well as a member of a team and make judgment decisions and handle daily responsibilities with little or no supervision.
• Ability to adapt to changing work situations and grasp and apply new ideas.
• Ability to relate and interact with people at all levels within the Firm as well as with others from outside the firm (vendors).
• Requires normal range of hearing and vision.
• Ability to stand, bend, stoop and reach continuously.
• Abilit to lift, possibly up to 50 pounds or more.
• Ability to demonstrate manual dexterity sufficient to operate standard office machines such as high speed copiers (being able to clear jams as they occur), binding equipment, paper drill, paper cutter, and cost accounting system.

Working Conditions: Work in a typical office setting characteristic of a Central Reproduction Department. Occasionally called upon to work overtime. May be called upon to trouble shoot for convenience copiers and cost accounting terminals located throughout the building. You will be required to work in the office at minimum 5 days per week.

Reed Smith offers a challenging work environment, business casual dress code and a total compensation package that includes a competitive salary, flexible benefits program, tuition assistance, and generous 401 (k) plan.

Reed Smith is an Equal Opportunity Employer. Reed Smith's success depends heavily on the effective utilization of qualified people, regardless of their race, ancestry, religion, color, sex, age, national origin, sexual orientation, gender identity and/or expression, disability, veteran's status, or any characteristic protected by law. As a firm, we adhere to and promote equal employment opportunity for all.

Reed Smith provides reasonable accommodations for persons with disabilities, including in the application and interview process.

Qualified candidates only. No search firms.