Records & Office Service Associate

Job Title: Office Services/ Records Associate

Reports To: The Office Services/ Records Associate will report to the Client Services Supervisor, Client Services Manager, or equivalent leadership.

Job Overview:

The Office Services/ Records Associate provides exceptional office and records maintenance onsite. This position oversees the security, inputting/outputting, preservation, organization, and retrieval of legal records, documents, and files.

Overall, this position continuously offers the highest level of service to all client and SPS employees while maintaining a professional image of the company by providing prompt, courteous and efficient service.

Duties and Responsibilities:

Record Services

• Provides 5-star customer service to all employees (in all forms of communication).  This position is on site 5 days a week – Monday - Friday.
• Evaluates current active records system for compliance by taking inventories and reviewing information retrieval needs.
• Monitor and listen to customers to understand inquiries and requests in order to provide accurate information about the firm's records and prompt assistance.
• Coordinates information creation, receipt, storage retrieval and disposition.
• Ensures security and preservation of records in records centers and inactive records.
• Works with departments on special information research and retrieval projects to ensure that all information needs are met.
• Ensures application of retention schedules to inactive records.
• Answer verbal, telephone, written and E-mail inquiries, regarding records requests in an efficient manner
• Prepare new files within the records system guidelines

Mail Services

• When needed:Receives inbound mail/packages and sorts incoming mail and inputs into chain of custody software package.
• Manages outgoing mail/package transactions.
• Notifies employees upon receipt of inbound deliveries.
• · Maintains the Business Service Center area in a neat and orderly fashion.
• Proactively seeks out additional work during downtime.

Reprographics

• When needed:Provide copy services
• Review and Q/C copy jobs
• Meet client timeframes for finished print job
• Ability to receive and print job electronically

Reception Services

• Provides backup reception services(coverage when receptionist is out of office, backup relief)
• Builds professional relationships with customers and other teams.
• Maintains professionalism and composure when interacting with all employees.
• Provides exceptional customer service to client.
• Provides reception or concierge (front of office) or office services (back of office) coverage as needed.

Competencies:

• Strong integrity, solid business ethics.
• Excellent presentation and interpersonal skills.
• Excellent written and oral English communication skills.
• Expert in customer service skills, professional attitude and appearance.
• Outstanding organizational skills.
• Ability to maintain confidentiality.
• Attention to detail.
• Strong initiative required; ability to work independently with minimal direct supervision.
• Be personable, articulate, knowledgeable and professional in presenting oneself in a professional setting.
• Flexibility in dealing with simultaneous projects.
• Ability to learn skills quickly.

Qualifications and Education Requirements:

• High School Diploma (or equivalent) required.
• 1-2 years or work experience required.1 year experience in law firm records management preferred
• Previous experience utilizing legal-specific records management systems – (Legal Key) Records Management System preferred.
• Current knowledge or ability to learn computer-based systems required for functions of position (such as Microsoft Suite, Adobe, etc).
• Adhere to all policies and procedures required.

Physical Demands:

• Approximately 50% of the time this position requires the below physical demands.

o Fine and/or gross motor skills, including the ability to grasp, lift and/or carry or otherwise move packages on a standard wheeled cart with a load capacity of 60 lbs.

o Ability to walk, bend, kneel, stand, and/or sit for an extended period of time.

o Manual dexterity required for operating office machinery (phone, copy machines, binding equipment, etc.).

o Ability to lift or move 40 lbs. or greater frequently.

Travel: None or Negligible

Other Duties:

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.

About SPS

SPS is an award-winning employer of choice offering innovative Enterprise Workplace Solutions and Technology Business Solutions to our clients throughout North America including many Fortune 500 companies. A career with SPS includes a robust onboarding and training program to help you unlock your career path possibilities.

In North America, our services include office services such as reception/lobby concierge, mail center, and conference room management in addition to document processing services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, legal, insurance, technology, higher education, advertising, and other professional services, including many Fortune 500 companies.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity, and diversity. SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

We encourage candidates to review all our job listings and learn more about SPS at our company website www.spsglobal.com.

SPS. The Power of Possibility.

WHAT WE OFFER

• Career Growth: An opportunity to enter a job that allows you to learn new skills or use a variety of them that may lead you to uncover other career opportunities!
• Learning & Development: At SPS, we promote a work culture of learning so that you can develop to be the best at what you do!
• We Recognize Talent: We offer a variety of recognition programs for all levels of employees!
• Benefit Offerings: Medical, Dental, Vision, HCFSA, DCFSA, HSA, Commuter Transit and Parking, Supplemental Life Insurance, Accident Insurance, Critical Illness, Hospital Indemnity, Legal Program, Identify Theft Protection, Pet Discounts, Pet Insurance, Group Home and Auto Insurance, EAP, Short Term Disability, Life Insurance, Education Discounts, 401k w/ matching, Entertainment Discounts, & Paid Time Off.
  • Note: Please inquire with the Human Resources team for benefit offerings per role as regular positions that routinely are under 30 hours/week may have a different benefit offering.

About SPS

SPS is an award-winning employer of choice offering outsourcing solutions that leverage Intelligent Automation (Artificial Intelligence & Robotic Process Automation) in more than 22 countries across the globe.

In North America, our services include Mailroom Management (both physical and digital), Office Services such as Reception, Lobby Concierge and Conference Room Management in addition to Document Processing Services utilizing leading edge technologies. Our clients today are companies in sectors such as banking, insurance, legal, higher education, advertising and other professional services, including many Fortune 500 companies.

SPS is committed to delivering high caliber outsourcing experience to our clients and offering our employees challenging and exciting career opportunities throughout the North America region and globally. SPS is committed to investing in the professional development of our employees and offers competitive comprehensive benefits and diverse development training programs that lead to building careers.

At SPS we embrace the uniqueness of our employees and are committed to the fair and equal treatment of all people, applicants, and employees by promoting a culture of access, inclusion, equity and diversity.

SPS provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, sexual and reproductive health choices, national origin, age, disability, genetics, military status, gender identity or expression, sexual orientation and/or any other status protected by law.

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SPS-North America Privacy Policy