Phelps Dunbar LLP is an AmLaw 200 full-service law firm. The Office Services Clerk is responsible for the efficient operation of the Office Services functions.

Essential Duties and Responsibilities:

Ensures the daily mail/fax room operations to ensure a high level of service is maintained.
Receive, log and deliver UPS, FedEx and other courier packages to intended recipients.
Perform reception duties as needed. (i.e. answering and transferring phone calls, handle messaging / service requests in an efficient and professional manner, greeting visitors, scheduling conference rooms, and scheduling and coordinating audio/video conferences).
Distribute hand deliveries throughout the day as needed.
Maintains postage logs and ledgers
Hand deliveries to the courthouse and around downtown.
AV support and back-up with AV tasks.
Assist users with shipping questions, and associated vendor applications (USPS, UPS CampusShip, and Federal Express).
Tracks and solves issues with overnight and courier packages.
Assist users with mailing and shipping, including preparation, packing and posting.
Ensures necessary reports such as fax, postage, etc. are run in a timely manner.
Coordinating repairs of copy machines, printers and other office equipment, and
replacing consumable items in printers and other equipment, and clearing printer jams.
Ensures appropriate mail room logs for mail, fax, etc. are kept up-to-date and organized.
Inventory, organize, and stock supplies in appropriate areas (i.e.; copy and supply rooms, kitchen).
Assist with the offsite storage facility and transport files between the offsite storage facility and the office.
Assist with creating, sorting and maintenance of office files.
Scan documents/mail as necessary.
Provide excellent service to attorneys, management, staff and other professionals.
Handle local and out-of-town runs to courts and other sites as needed.
Assist with set up of conference rooms as needed for meetings with clients.
Assist with cleanup of conference rooms after meetings including loading dishwasher, cleaning kitchen, etc.
Coordinate document shredding approvals for destruction as requested.
Assist with preparation, set-up and clean-up of office area for lunches and social events held in the office as needed.
Assists department with projects and other duties as needed.

Education and Experience Required:

High School Diploma or equivalent. Consistent work history with law firm or similar office experience preferred.

Qualifications and Skills Required:

Ability to lift 30 - 50 pound boxes routinely.
Computer literacy, including proficiency in MS Office Suite.
Ability to accurately type 25 words per minute.
Attention to detail.
Professional verbal and written communication skills.
Ability to meet deadlines and prioritize work in a high volume, service-oriented environment.

Performance Measures:

The Office Services Clerk’s performance will be evaluated by the Manager of Office Services and will be based on the following:

General operating efficiency.
Professionalism in dealing with Attorneys and staff.
Ability to work in a team environment.
Ability to effectively respond to issues, and perform follow-up on issues.
Ability to adhere to schedule, policies, and procedures.
Ability to prioritize and organize the workload.
Ability to keep records up-to-date and organized.
Ability to meet tasks and project deadlines, and use time wisely.
Ability to handle tasks and projects assigned by the Manager of Office Services.

Phelps Dunbar LLP

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