Office Services Specialist
chartwell lawDallas (TX)
About the role
Office Services Specialist The 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 processing
- Records Tasks: Document Scanning & Digital Records Management, Physical Records Management, Case and Records Support
- Document Production: Large volume copy/scan, document production services
- Fed Ex Assistance: Service/Weather related announcements, Research delivery issues
- Other Office Services Functions as assigned
- General Administrative and Operational Support
- Sample tasks involve:
- Process ticket requests via Zoho ticketing system
- Scan incoming mail for electronic filing and records management
- Upload, index, and profile documents into NetDocumentsEnsure documents are correctly linked to client matters, workspaces, and folders
- Maintain consistent naming conventions and filing structures
- Support case teams for various mail and document requests
- Maintain mailroom equipment and supplies
- Assist with special projects such as file audits, trial binders, records cleanup, document digitization initiatives, and records retention projects
- Maintain accurate logs of shipments, deliveries, and scanned documents
Key Competencies: Communicating Conflict Management ProfessionalismPlanning & Priority Setting
Other Duties:
Please 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 may be designated as remote, hybrid, or fully in-office, depending on the needs of the role, office location, and Firm requirements.
Requirements:
- High school diploma or equivalent 13 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 distribution
- Experience with document management systems such as NetDocuments preferred
- Experience with ticket queue applications preferredAbility to operate scanners, copiers, and mailing equipment. Basic scanning, copying, and document processing skills
- Strong organizational and document management skills
- Attention to detail when indexing and profiling documents
- Ability to manage high volumes of mail and documents efficiently
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