Office Services Specialist at Chartwell Law Offices – Philadelphia, Pennsylvania

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 NetDocuments
• Ensure 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 - Legal Professionals provide the information required by others in a concise, direct, and unambiguous way. They perceive how the message affects the receiver and strive to ensure that the receiver clearly understands the specifics and function of the message.
• Conflict Management - Legal Professionals address problems openly and objectively and bring substantial conflicts and disagreements into the open with the intention of resolving issues in an unemotional and constructive manner.
• Professionalism - Legal Professionals set high standards and serve as role models for work performance, ethical conduct, and respect for others. They consistently conduct themselves in a manner consistent with generally accepted moral principles and values and within the guidelines and best practices of their profession.
• Planning & Priority Setting - Legal Professionals identify priorities and develop detailed action plans that include objectives, accountabilities, time frames, standards, review stages, and contingencies.

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.

• High school diploma or equivalent
• 1–3 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 preferred
• Ability 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 preferred
• Ability 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