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The Office Services Assistant is responsible for performing a variety of administrative and facilities maintenance duties in the office, including providing general office support to attorneys, groups and departments as needed. The hours are Monday-Friday, 9:30 a.m. – 6:00 p.m., but flexibility to work additional hours as needed is required. The duties of the Office Services Assistant may change as the needs of the office and the Firm change.
ResponsibilitiesOperate and maintain high speed duplicating machines
Copy, print, scan or bind hard copy and electronic documents of various sizes and colors
Download copy jobs from printer holding queue, servers, links, drop boxes or emails as well as uploading finished products
Electronically cut/paste scanned graphics to create and design artwork for Firm closing deliverables
Perform Excel formatting, file merging, reductions, conversions, book marking, and hyperlinking
Bind hard copy productions (i.e. Velo, Spiral, Wire, Acco and 3-ring)
Collate, assemble, cut and staple duplicated materials
Number physical documents or electronic files
Create labels for use with titling various forms of binding, folders or redwelds
Create fully customizable tabs
Copy, scan and print large maps or blue prints
Create miniature versions of standard size books or documents
Quality check work for accuracy to uphold the standards of service and best practices set forth by the department
Maintain and log records of work performed
Input billing information from completed job tickets into billing capture system
Conduct routine maintenance on copy machines, restock area with supplies and shred documents as needed
Pick up/deliver work or supplies as needed
Perform other duties as assigned
Monitor and respond to incoming email requests
Provide quality reproduction of all materials submitted by end users, including binding/finishing (drilling, cutting, folding, hole-punching, laminating) stapling using digital, high-speed copiers and document production equipment
Complete service request tickets with minimum instructions
Demonstrate flexibility in satisfying customer demands in a high volume, production environment
Troubleshoot jams and perform normal key operator preventative maintenance on copier/printer machine fleet
Maintain logs of office services equipment usage and maintenance and request technical support when needed
Monitor usage of materials and supplies in primary stock room and order as necessary to maintain adequate levels
Maintain and organize floor copy rooms, adding supplies as needed
Check paper levels on printers/copiers on a daily basis and replenish as needed
Assist with internal personnel moves
Assist with miscellaneous projects for attorneys and staff (including hanging art, special requests, etc.)
Receive, log deliver incoming packages (FedEx, UPS etc.)
Perform scheduled copy room mail sweeps to retrieve outgoing USPS mail, interoffice and remote office pouch correspondence
Meter outgoing mail
Retrieve and sort incoming mail from post office/postal box
Prepare materials for mailing including: addressing, stuffing envelopes, making labels and gathering correspondence for the remote office pouch
Maintain postage log for outgoing mail
Keep mail supplies stocked
Complete and log fax requests
Walk space throughout the day to review operation of equipment, furniture and fixtures (lights, photocopiers, digital scanners, refrigerators, coffee machines, water & ice dispensers, doors, carpet, common areas etc.) and ensure safe environment
Work with building management and external vendors to process service requests for maintenance/repair (lights, temperature, overtime HVAC, noise, cleaning projects, porter services, etc.)
Prepare offices for visitors and new hires
Assist with conference room furniture configuration
Daily Conference room checks (supplies, cleanliness, furniture damage, carpet stains, etc.)
Assist with additional conference service matters as needed
Assist Administrative Team with special projects and tasks
Perform other duties as assigned
Ability to effectively present information verbally and in writing.
Basic math skills: addition, subtraction, multiplication, division.
Strong attention to detail.
Ability to follow directions and work independently with limited supervision.
Working knowledge in MS Word, Excel and Outlook.
Proficient in the use of document reprographics equipment such as high speed copiers, scanners, facsimile machines, binding equipment, large capacity hole punch and paper cutters, etc.
Working knowledge of ServiceNow request management portal
Ability to effectively organize, prioritize, plan and multi-task work activities in a high pressure/fast-paced environment.
Ability to use diplomacy and discretion. Must act with professionalism at all times.
Strong customer service skills.
Client-focused with the ability to provide customer service in a professional manner.
Ability to work independently or on a team, with a positive attitude and flexibility to work with multiple individuals and handle a wide variety of tasks.
Ability to travel to downtown DC office on a daily basis.
Business casual attire required on a daily basis. Professional attire occasionally required for special events.
Minimum 1 to 2 years of experience in an office environment required.
Prior experience in a law firm is strongly preferred.
Experience with EMS is preferred.
High School diploma or GED equivalent required.
Salary Information
DC Only: The estimated base salary range for this position is $55,000 to $65,000 at the time of posting.
The actual salary offered will depend on a variety of factors, including without limitation, the qualifications of the individual applicant for the position, years of relevant experience, level of education attained, certifications or other professional licenses held, and if applicable, the location in which the applicant lives and/or from which they will be performing the job. This role is non-exempt meaning it is overtime pay eligible.
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Simpson Thacher & Bartlett is committed to a collegial work environment in which all individuals are treated with respect and dignity. The Firm prohibits discrimination or harassment based upon race, color, religion, gender, age, national origin, citizenship status, disability, marital or partnership status, sexual orientation, protected veteran’s status or any other legally protected status. “Gender” includes actual or perceived sex, a person’s gender identity, self-image, appearance, behavior or expression, whether or not that gender identity, self-image, appearance, behavior or expression is different from that traditionally associated with the legal sex assigned to that person at birth. This Policy pertains to every aspect of an individual’s relationship with the Firm, including but not limited to recruitment, hiring, compensation, benefits, training and development, promotion, transfer, discipline, termination, and all other privileges, terms and conditions of employment.
#LI-Onsite- $55,000 - $65,000
