Office Services Assistant

Position Overview

Provides timely and efficient distribution and processing of incoming and outgoing mail correspondence and packages to recipients. Processes reprographics production requests in a timely and efficient manner.

Primary Duties and Responsibilities

• Greets customers in the center while exhibiting the highest level of customer care.
• Communicates with internal customers regarding job requests, updates, or deadline issues.
• Orders and maintains supply inventory and records expenditures for postage, mail equipment and business reply account.
• Sorts, scans and stamps high volumes of incoming and outgoing mail, including utilizing work logs and properly completing job tickets.
• Ensures all outgoing mail, courier packages and bulk shipments are processed correctly and mailed out timely.
• Delivers and picks up mail and packages throughout the firm, following applicable distribution and retrieval procedures.
• Ensures all incoming mail is processed and distributed to recipients efficiently by keeping employee and vendor updates current on mail carts.
• Lifts bundles of mail, overnight packages and shipments of paper for sorting and distribution purposes.
• Processes all incoming reprographic jobs efficiently, following applicable retrieval and distribution procedures.
• Performs high volume duplication, printing, finishing and other reprographics services for customers per their specifications.
• Operates production printers and copiers, including setting adjustments, managing job queues and troubleshooting basic issues; places service calls for equipment repair if necessary. Operates finishing equipment according to job ticket instructions.
• Completes quality assurance checks and confirms document quality before, during and after each production job.
• Maintains office services equipment and utilizes supplies in a cost-efficient manner.
• Follows appropriate procedures to maintain daily logs and reports for department record-keeping, client billing, and expense reporting.
• Participates in cross-training for multiple departmental roles and duties.

Secondary Duties and Responsibilities

• Works with the Conference Services department to assist with meetings or events as needed.
• Works with the Facilities department to coordinate inter-office moves of firm personnel and property, including physically moving items from one location to another as needed.
• Performs additional duties and responsibilities as assigned.

Working Conditions

• Occasional overtime, including weekends and after-hours support may be required.
• Ability to lift 50 pounds and stand for long periods of time.
• Job is subject to time pressures and constraints.

Education

• High school diploma or equivalent.

Experience

• One year experience in office work environment preferred.

Special Knowledge

• Knowledge and experience in the use of mail/postal equipment and digital reprographics equipment.
• Familiar with general supply, fax, mail and reprographics procedures, including collating and binding.
• Familiar with court and government filing procedures.

Technical Skills

• Experience with personal computers.

Attributes

• Strong attention to detail and organizational skills.
• Excellent customer service, oral and written communication skills.
• Ability to work in a fast-paced, team environment.
• Self-motivated with a positive attitude.
• Ability to handle sensitive and/or confidential documents and information.

Annual Salary Range: $44,436.57 - $62,209.94

Please note that the actual compensation may vary from posting based on geographic location, work experience, education and/or skill level. The posted salary is the range Vinson & Elkins in good faith believes to be the possible compensation for this role at the time of this posting. This range is only applicable for jobs to be performed in Washington D.C. and may be modified in the future.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by persons assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, qualifications and skills required of personnel so classified. The firm reserves the right to revise or modify this job description at any time.