OFFICE SERVICES SPECIALIST FOR WEST PALM BEACH LAW FIRM

OFFICE SERVICES SPECIALIST POSITION at REGIONAL FIRM IN WEST PALM BEACH FOR A QUALIFIED CANDIDATE!

JOB DESCRIPTION

Under the guidance of the Office Administrator, the OSS is accountable for receiving and dispatching all incoming, outgoing, and departmental mail promptly and precisely.

Additionally, the OSS is responsible for photocopying and distributing documents for all departments as per the given instructions.

ESSENTIAL JOB FUNCTIONS

• Prepare prints and document distribution to users under procedures, distribution lists, and document requests.
• Daily receives all incoming mail, interdepartmental mail, notices, and memoranda; sorts according to appropriate destination;

distributes to all personnel.

• Daily sorts and weighs all outgoing mail; affixes postage using postage meter; may transport to mail receptacle outside the building.
• Replenish postage meter as needed.
• Receives documents to be photocopied from all firm personnel; photocopies and returns to department or sorts and distributes as instructed.
• Maintains cost control on reporting devices and other clerical records for the department.
• Operates various types of reproductive equipment, including maintenance and supply inventory. Maintains and stocks office and kitchen supplies for the office.

The employee’s work setting will normally be the mailroom and copy room, although the employee will be out in the firm several times each day to distribute mail and must be familiar with the firm layout.

• Assist with internal office moves, including moving furniture, delivery of boxes to attorney vehicles. Assist with IT (TSG) Department with setup and testing of conference rooms and workstations.
• Conference room furniture setup for events.
• Performs additional duties as instructed and assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of proper machine operation on many related machines.
• Knowledge of office layout and department locations.
• Knowledge of postage rates and regulations.
• Knowledge of general office practices, procedures and business English
• Active listening, reading, service orientation, coordination, and social perceptiveness.
• Ability to accurately sort and distribute large amounts of mail.
• Ability to organize tasks and time to ensure timely completion of all projects. Ability to organize time efficiently among many duties.
• Ability to deal effectively with clients, attorneys and co-workers.
• Ability to work overtime, as needed.

QUALIFICATIONS

• High school diploma or equivalent degree.
• Good knowledge of business English spelling and grammar. Friendly, cooperative manner, and good team spirit.
• Flexibility to undertake many assignments.
• Minimum of one year’s on-the-job training in operating various types of reproduction equipment.

COMPUTER SKILLS

Ability to type at 35 words per minute.

Knowledge of office skills such as data entry, filing, phone etiquette, and composition of simple business letters.

WORK ENVIRONMENT

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job.

Including, lift / carry, up to 25 pounds, typing / using a keyboard, writing by hand, collating / filing.

While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role;

however, some filing is required; it would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

• Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.
• While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role;

however, some filing is required; it would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus.

POSITION TYPE / EXPECTED HOURS OF WORK

• This is a full-time position. Usual work hours are Monday to Friday, 9 : 00 AM 5 : 30 PM (one-hour lunch).
• Overtime work may be required occasionally.
• Physical attendance and punctuality at the place of work.
• Occasional evening and weekend work may be required as job duties demand. HIPAA RISK Employees will likely come in contact with PHI in the day-to-day job functions.
• To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation.
• The above statements should describe the general nature and level of work being assigned to this job.
• They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job.
• This job description is not an employment agreement and / or an expressed or implied employment contract.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Management has the exclusive right to alter this job description at any time without notice.
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ZR #14340