Office Services / IT Assistant

Phelps Dunbar LLP is an AmLaw 200 full-service law firm.
Phelps Dunbar LLP is offering an opportunity for an Office Services/IT Assistant in the Tupelo office.
The Office Services Assistant is responsible for assisting legal staff with electronic filing, onsite and offsite records management, and efficiently performing various administrative tasks and duties of the Office Services Department.
The position is also responsible for technical support of Office Services’ applications, video, audio, cost recovery equipment, and laptop and related hardware support within the local office.
Essential Duties and Responsibilities: Provide excellent service to attorneys, management, staff, clients and other professionals.
Assist with core office services tasks such as making copies, scanning, binding, and printing as needed.
Coordinate and handle video/zoom conferencing setup and monitoring in offices and conference rooms.
Assist with troubleshooting.
Coordinate repairs of copy machines, printers and other office equipment, and replacing consumable items in printers and other equipment, and clearing printer jams.
Assist with the inventory and the ordering and stocking of general office supplies and computer related office supplies (i.
e.
, toner cartridges, CDs, DVD, flash drives, etc.
) Must follow purchasing guidelines set by Technology and Office Services Department.
Assist with records management system including data entry into the records system and labeling of folders and boxes.
Assist with the handling of offsite storage requests including performing runs to/from our offsite facility.
Coordinate and assist with the implementation of the document retention schedule following firm guidelines for retention and destruction of records.
Serve as back-up receptionist when needed.
Control and handle the flow of telecommunications in an efficient and professional manner.
Greet and direct clients.
Schedule conference rooms and coordinate schedule with staff.
Provide back-up hospitality assistance such as preparing drinks and food for conferences and events as well as clean-up and other kitchen tasks.
Serve as back-up to runner position as needed.
Work with IT Support Specialist/Help Desk to provide on-site assistance to users as needed including assisting with maintenance and support of all computer hardware installed throughout the office.
Coordinate Technology updates/upgrades with Technology staff and local vendors if needed.
Maintain laptop and computer inventory.
Assist with performing computer tasks such as saving files to storage media, copying storage media, downloading, uploading, converting or extracting, and labeling files.
Assist with new hire orientation, setup and office equipment training as needed.
Assist with the setup and removal of PC’s, printers, phones and equipment as directed.
Assist Office Services Coordinator with projects and other duties as needed.
Handle other tasks and special projects as assigned by manager.
Education and Experience Required: High school diploma or G.
E.
D.
Some college preferred.
Prior mailroom and records management experience a plus.
One to Two years prior technical support experience, including phone and audio / video support a plus.
Prior audiovisual experience at a hotel or conference center would be a plus.
Prior computer/technology experience a plus.
Prior experience in a law firm environment a plus.
One to two years of office services experience is preferred.
Qualifications and Skills Required: Ability to multi-task, prioritize and be flexible.
Reliable and professional with proven track record of good attendance.
Computer literacy, including proficiency in MS Office Suite.
Experience with the use of general office equipment.
Attention to detail, proofreading and filing aptitude.
Professional verbal and written communication skills.
Ability to work well, meet deadlines and prioritize work in a high volume, service-oriented environment.
Ability to interact well with personnel at all levels within the firm.
Ability to interact professionally at all times with Customers.
Ability to lift up to 20 - 30 lbs.
on a regular basis.
Have reliable transportation, valid driver’s license, proof of insurance and a clean driving record.
Performance Measures: The Office Services Assistant’s performance will be evaluated by the Office Manager and will be based on the following: General operating efficiency including ability to prioritize and organize the workload.
Professionalism in dealing with Attorneys, staff, clients, visitors and outside personnel.
Ability to work in a team environment.
Ability to communicate effectively, respond to issues and perform follow-up on issues.
Ability to adhere to schedule, policies, and procedures.
Ability to keep records up-to-date and organized.
Ability to meet tasks and project deadlines as assigned and use time wisely.
Ability to handle tasks and projects assigned by the Office Manager.