Document Imaging Associate Jobs in Chicago, IL (NOW HIRING)

Position Profile

The Legal Services Associate provides operational support within a legal office environment. This role may perform functions in one or more service areas, including document production, imaging and scanning, mail services, shipping and receiving, records management, and equipment support. The position requires handling highly confidential and time-sensitive legal documents while delivering exceptional customer service to legal professionals.

This position reports directly to the Site Manager, Site Supervisor, or Assistant Site Manager, depending on the site structure.

Key Responsibilities Document Production & Imaging

• Operate high-volume copy, print, scanning, and document imaging equipment.
• Perform binding, finishing, quality control, and final document preparation.
• Handle highly confidential and time-sensitive legal documents with accuracy and discretion.
• Ensure the highest quality standards for all legal document production and project work.
• Operate image-handling software and electronic document management systems.
• Perform file conversion, file naming, and file formatting for print and electronic production.
• Manage table of contents (TOC) creation and maintenance for electronic files.
• Perform Optical Character Recognition (OCR) processing to enable keyword search functionality.
• Transfer files electronically through FTP and other file-sharing methods.
• Assist with coordinating off-site production projects with Business Information Services (BIS) or Smart Source partners.

Mail, Shipping & Receiving

• Sort, distribute, and process incoming and outgoing mail, packages, faxes, and courier deliveries.
• Apply appropriate postage and maintain shipping records.
• Perform shipping and receiving duties, including verification of incoming materials and packing slips.
• Deliver completed projects to designated customer locations within and outside the site.
• Travel between customer locations and buildings when required.

Equipment & Operations Support

• Maintain and troubleshoot copiers, printers, scanners, postage equipment, and related office technology.
• Conduct daily inspections of convenience copiers to ensure proper functionality and output quality.
• Clear paper jams, perform routine maintenance, and escalate technical issues as needed.
• Maintain meter readings, service logs, supply inventories, and operational records.
• Ensure copier and equipment areas remain organized, clean, and fully stocked.
• Utilize bindery and finishing equipment, including:
  • Shrink-wrap machines
  • Paper cutters
  • Hole drills
  • Joggers
  • Tape machines
  • Stackers
  • Electric staplers
  • Scales

Records & File Management

• Perform filing, document retrieval, archiving, and records management functions.
• Assist with document retention activities, including purging and archiving old records.
• Maintain accurate records and documentation to support customer and business requirements.

Customer Service

• Respond promptly to customer requests and service inquiries.
• Communicate job status, project updates, and production capabilities to customers.
• Provide professional support to legal professionals including:
  • Legal Secretaries
  • Project Managers
  • Paralegals
  • Associates
  • Partners
• Coordinate and prioritize multiple projects while meeting tight deadlines.
• Deliver exceptional customer service in a fast-paced legal environment.

Additional Responsibilities

• Calculate charges for completed work and maintain billing records as required.
• Support workflow and document management initiatives utilizing both hardware and software solutions.
• Perform additional duties as assigned.

Qualifications Education & Experience

• High School Diploma, GED, or equivalent work experience required.
• Completion of Ricoh Legal Training within 90 days of hire and maintenance of ongoing training requirements.
• Previous copy, print, or document services experience preferred.
• Minimum one (1) year of experience in a legal environment strongly preferred.
• Demonstrated ability to provide exceptional customer service.
• Strong interpersonal, communication, and customer relationship skills.
• Proficiency with Microsoft Office Suite and basic computer applications.
• Valid driver's license and required insurance coverage may be required based on business needs and Ricoh policy.

Knowledge, Skills & Abilities

• Technical aptitude with copiers, printers, scanners, postage machines, and related office equipment.
• Understanding of shipping, receiving, and mail processing procedures.
• Working knowledge of document management systems and workflow technologies.
• Strong organizational and time management skills.
• Ability to prioritize work and manage multiple deadlines effectively.
• Strong troubleshooting and problem-solving capabilities.
• Ability to work independently with minimal supervision.
• Basic electronics knowledge preferred.
• Ability to read and interpret technical manuals and operational procedures.
• Knowledge of cost recovery and document tracking systems.
• Strong attention to detail and commitment to quality.
• Excellent verbal communication and customer service skills.
• Ability to maintain confidentiality and handle sensitive legal information appropriately.

Working Conditions & Physical Requirements

• Work is performed primarily in an office or legal services environment with normal lighting, ventilation, temperature, and noise levels.
• Assignments require the ability to interpret, understand, and apply complex instructions, information, and procedures.
• Regular communication of diverse information to customers and internal stakeholders is required.
• Physical requirements may include:
  • Extended periods of standing and walking
  • Bending, reaching, stretching, and occasional climbing
  • Lifting and moving items weighing up to 50 pounds
• Frequent use of computers, keyboards, calculators, scanners, printers, and other office equipment.
• Requires moderate manual dexterity and hand-eye coordination.