4223 - Office Services Specialist

• Monitor and complete incoming requests in a timely manner, redirecting to appropriate resources as needed.
• Read job orders to determine the type of work to be done, the quantities to be produced, and the materials needed.
• Coordinate copy/scan jobs with others to ensure accurate reproduction of documents.
• Perform or expedite the production of binders, custom tabs, exhibits and tables of contents.
• Operate auxiliary machines such as collators, pad and tablet making machines, staplers, and paper punching, folding, cutting, and perforating machines.
• Operate office machines such as high-speed business photocopiers, reader/scanners and binding machines.
• Set up and adjust machines, regulating factors such as speed, ink flow, focus, and number of copies.
• Make electronic copies onto CD's or Thumb/Flash Drives.
• Perform other duties as assigned.

Mail

• Maintain a neat and orderly mail and supply area; monitor inventory and arrange for reorder of low stocked items.
• Coordinate and assist with the sorting and distribution of incoming mail to office personnel; use the postage meter to prepare outgoing regular, certified, and registered mail to meet U.S. Postal deadlines; travel to U.S. Post Office as necessary; distribute and pick up interoffice mail according to a preset schedule; prepare interoffice pouches and track delivery when required.
• Coordinate and assist with the delivery of packages received by overnight services or hand delivered by local messengers.
• Coordinate and assist with arrangements for courier services, overnight services and hand-delivered local messenger services.
• Create accurate FedEx labels include GL Codes or Matter Numbers and attorney numbers.
• Respond to routine inquiries regarding mail procedures, postal rates and service levels.
• Monitor appropriate level of postage in the meter to meet usage requirements of the office; arrange for additional postage and call for repairs when required.

Photocopy

• Monitor copy machines; perform standard maintenance that includes replacing toner cartridges and loading of staples; and arrange for service as required.
• Separate copies and write identifying information, such as page numbers or titles, on copies.
• Regularly stock supply areas and printer stations.
• Load machines with materials such as blank paper of various sizes.
• Sort, assemble, and proof completed work to ensure quality control.
• Place original copies in feed trays, feed originals into feed rolls, or position originals on tables beneath camera lenses.
• Pick-up and deliver copy jobs as necessary.
• Prepare copy, print and scan jobs in accordance with instructions provided. Conduct Quality Control on all requests before returning them to requestors.
• File and store completed documents.

Fax

• Coordinate and assist with the sending of faxes as requested and return originals to sender. Utilizing the desktop faxing module, or fax machine, receive faxes and forward/distribute them via email to their intended recipient(s).

Facilities

• Assist with office moves; stock and prepare office and workstations for new personnel.
• Monitor inventory of supplies and maintain adequate stock.
• Upon an employee's arrival or departure from the firm, ensure that office or workstation is cleaned and stocked with office supplies and same is added or deleted from building directory as appropriate.

Hospitality

• Assist with placing food orders for internal meetings and set up conference rooms or meeting rooms with food, beverages and catering service supplies.
• Maintain organization and cleanliness of all office space including conference rooms. After meetings remove the remains of food and beverage items from the meeting rooms.
• Stock coffee station(s) and kitchen with office and food/beverage service supplies.
• Manage stock and inventory of supplies for kitchen, housekeeping and general office. Work with purchasing as necessary. Utilize software tools such as Purchase-net for acquisition of supplies.
• Maintain vendor relationship and payment of invoices where appropriate.

Additional Responsibilities

• Provide support or backup coverage or support for the reception desk assuming the responsibilities outlined for the particular office.
• Provide support or backup coverage to the IS and IT departments and audio/visual set-ups for meetings and conference calls.
• Provide support or backup coverage to the Records department assuming the responsibilities outlined for the particular office.
• Participate in the training programs and seminars offered by the Firm.
• Provide cooperative, responsive, and courteous service to co-workers, attorneys, and clients; offer assistance to co-workers when workload permits and supports the Firm's team concept.

To perform this job successfully, you must be able to perform each essential job responsibility listed above, satisfactorily, with or without reasonable accommodation. Nixon Peabody retains the right to change or assign other duties to this position. The requirements listed below are representative of the skills and abilities required.

• 0-2 years of office or clerical work experience preferred.
• High School Diploma required. Some college preferred. Work experience in lieu of a degree will be considered.
• Ability to operate a postage meter, fax machine, copy machine, and other office equipment.
• Ability to operate a binding machine, hole boring machine, and high-capacity stapler.
• Proficient in using computer programs including desktop faxing, MS Office and e-mail to dispense information, communicate, enter data and search for information.
• Ability to organize and prioritize tasks, follow directions, coordinate assignments concurrently and track an extensive amount of detail.
• Ability to work independently and as part of a team interacting with all levels of firm personnel.
• Effective communication skills, both written and verbal.
• Strong customer service skills.
• Knowledge of Outlook, Word, Excel and PowerPoint.
• High regard for confidentiality.
• Ability to handle multiple projects or tasks with varying deadlines.
• Must be able to lift and carry or otherwise move 20 pounds.

In accordance with applicable Federal and State laws, the anticipated annual salary range for this position, depending on location, is as follows: $46,000 to $69,000.

In addition to a standard benefits package, this role may be eligible for additional contingent compensation based on an array of factors, including but not limited to: work performance, geographic location, work experience, education, and qualifications. Because such contingent compensation is not yet calculable or may be zero ($0) in some circumstances, the above-listed salary range(s) are Nixon Peabody's good faith estimate of the annual salary(ies) it reasonably expects to pay for the position at the time of this posting.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly-hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.

Nixon Peabody LLP is an Equal Opportunity / Affirmative Action Employer: Disability / Female / Gender Identity / Minority / Sexual Orientation / Veteran.

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