Legal Office – Support Services Specialist – Office Specialist 1

Legal Office – Support Services Specialist – Office Specialist 1

Requirements

• One year of general clerical experience that includes keyboarding, word processing, or other experience generating documents.
• An equivalent combination of experience and college coursework or training in a general office occupation.
• Have and maintain valid drivers’ license and acceptable driving record.
• This position will be required to obtain a Notary Public commission within six months of being hired and will maintain the commission throughout the duration of this appointment.

Responsibilities

• Act as first point of contact for internal and external customers conducting business in the Portland Legal office and throughout the Department.
• Perform reception service functions; to include operation of multi-line reception switchboard to screen and transfer calls to appropriate program hotlines, personnel, or programs, provide contact information for appropriate external resources or agency programs, screen and assist the public and visiting federal, state, and local agency partners, vendors, service technicians or delivery personnel conducting business in the office.
• Perform access control and security functions, includes identity verification, escort of non-agency personnel within access-control secured environment and use of software and access control system equipment to monitor and transmit information about secured access points.
• Perform clerical and administrative functions; includes photocopying and scanning of confidential documents, preparation of event attendee documents and delivery of time-sensitive or confidential letters, legal documents, records, or files to external sources for agency programs.
• Perform mail processing functions; includes operation of postal equipment, collection and same day preparation of outbound interagency, postal, and express delivery mail and parcels and receipt, visual security screening, same day sort, and distribution of inbound interagency and direct postal, express and courier service delivered mail, and parcels.
• Perform general office support functions, includes, transport of leased state cars to and from commercial vendors for routine repair and maintenance and configuring of conference rooms and special use spaces for events to include operation of electronic room partitions and set up of audio/visual equipment.
• Notarize documents as needed, upon successful completion of notary training and exam.

Preferred Qualifications

• Professional verbal and interpersonal bilingual (English and Spanish only) communication skills is preferred.
• Recent experience and/or training operating a multi-line reception switchboard that clearly demonstrates advanced in-person and written communication skills and professional-level customer service experience, preferably in a government or non-sales related business setting.
• Experience exercising judgment and handling confidential and/or sensitive business information.
• Experience handling stressful, busy situations and dealing with frustrated or hostile people on the phone and in person.
• Demonstrated ability to prioritize deadlines, frequently with short notice, and handle multiple tasks with limited supervision.
• Reliability, dependability, and accountability.
• Experience performing clerical work with a variety of software programs.
• Knowledge of legal terminology is preferred.
• Valid CPR/AED/First Aid Certificate is preferred.