Office Services Assistant

Roseland, NJ

Summary

Under the direction of the Office Services Supervisor, the Office Services Assistant is responsible for a variety of tasks. Department is covered between 7:00 a.m. & 7:00 p.m. (Work hours are varied and may include overtime.)

Responsibilities

Mailroom services to include:

• Sorting and delivering of incoming mail and packages
• Packaging and processing outgoing overnight mail (i.e., Fedex, UPS, etc.) to meet client deadlines
• Maintaining all mail carts and mail sorter bins
• Maintaining all mail equipment in good working order
• Scheduling of outside messenger services as required
• Coordinating in-house messenger services (daily bank/post office and firm-related errands)

Duplication services to include:

• Completing print, copy and scan projects to meet client deadlines
• Maintaining all duplication equipment (copy machines, binding equipment, etc.) in working order
• Scanning/printing service as required
• Scheduling of outside copy services as required

Facilities projects to include:

• Participating in office and furniture set-ups/moves
• Participating in event preparation/breakdown
• Supply services to include:
• Stocking supply room
• Stocking copy rooms and printer areas with copy paper and supplies
• Setting up supplies in new attorney offices

Cognitive Skill Requirements:

• Reading of documents, both hard-copy and electronic version.  Documents may be memoranda, emails, instructions, directions, etc.
• Detailed work – entering of data into computer database, accurate filing and distribution of correspondence.
• Confidentiality – must keep firm-related matters in confidence at all times.
• Verbal communication – must be able to effectively communicate with internal client base to respond to needs, requests and provide status as needed.
• Customer contact – internal client base, must have a professional demeanor and appearance.
• Constant interruptions – flexibility with work tasks and flow is essential.

Physical Skills Requirements:

• Lifting mail packets to put into mailcart, lift out of cart to deliver.
• Carrying of mail packets to different departments.
• Pushing mail cart.
• Standing on feet for long periods of time to complete copy projects.
• Lifting and moving heavy boxes.
• Moving furniture.
• Strong sensory abilities appropriate for the position.

Qualifications

• 2 + years of Office Services experience in a large firm/company
• High School Diploma or equivalent.
• Valid driver’s license with good driving history.
• 1 – 2 years’ general office, clerical experience, preferably in a law firm.
• Ability to interact effectively with internal client base, upholding a professional demeanor at all times and demonstrating an attitude of cooperation.
• An orientation to customer service and able to work in a team environment.
• Maintain a reliable attendance record.  Arrive to work in a timely manner and observe prescribed work break and meal periods.
• Be familiar with and adhere to all firm policies and procedures.

Compensation

The salary range for this position is $40,000 – $55,000.