Job Description
FLSA STATUS: Non-Exempt
SCHEDULE: Full-Time; M-F 8:30 - 5:00; 37.5 hours/week
LOCATION: Phoenix, AZ Office (required to be in office daily due to nature of role)
REPORTS TO: Regional Director of Administration
POSITION SUMMARY:
Under direct supervision, the Office Services Clerk supports the day-to-day operations of the firm environment by delivering high-quality administrative, mailroom, and office services support to attorneys and business staff in the Phoenix, AZ office. This role ensures the efficient handling of documents, records, and office logistics while maintaining a high standard of accuracy, responsiveness, and client service. The position also provides cross-functional support to records management and front office operations as needed.
COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $22.00 and $27.00.
BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.
PRIMARY RESPONSIBILITIES:
Office Operations & Administrative Support
• Provide office services support to ensure efficient daily operations across legal and administrative teams
• Coordinate conference room scheduling, including meeting setup, catering, and post-meeting reset
• Prepare attorney offices and shared spaces for new hires and visiting attorneys
• Maintain office equipment (copiers, printers, fax systems) and coordinate vendor service requests as needed
• Serve as back-up receptionist, providing professional front-desk coverage and client interaction
Mail & Document Services
• Manage the receipt, sorting, and distribution of incoming mail, interoffice deliveries, and courier packages
• Prepare and process outgoing mail, including metering, tracking, and coordination of certified and overnight shipments; serve as liaison with postal and courier services
• Perform document production services (printing, copying, scanning), assessing job requirements and determining when external vendors are appropriate
• Conduct quality control reviews to ensure accuracy and adherence to firm standards
Records & File Management
• Maintain physical file systems in accordance with firm and client requirements, including file creation, organization, tracking, archiving, and secure destruction
• Support records management processes and provide back-up assistance to Records team members
• Ensure proper handling and confidentiality of legal and client materials
Inventory & Facilities Coordination
• Monitor and replenish office, kitchen, and mailroom supplies; coordinate ordering to maintain appropriate inventory levels
• Maintain shared office spaces, including kitchens and file rooms, in an organized and operationally ready condition
Team & Cross-Functional Support
• Provide back-up support across Office Services, Records, and Reception functions as needed
• Assist with special projects and additional administrative tasks in support of firm operations
QUALIFICATIONS:
• Education: GED or High School Diploma, required
EXPERIENCE, SKILLS & COMPETENCIES:
• At least 1 year of experience in a professional office environment; exposure to legal or other client-service-driven settings preferred
• Practical experience supporting core office operations, including mail distribution, document handling, and records coordination
• Demonstrated ability to organize, prioritize, and complete multiple tasks efficiently in a deadline-driven environment
• Strong attention to detail with consistent delivery of accurate, high-quality work
• Proficient in standard office technologies, including Microsoft Office applications and multi-function equipment (printing, scanning, document production)
• Communicates in a clear, professional manner, fostering effective working relationships with attorneys, staff, clients, and vendors
• Works effectively within a team environment while adapting to changing priorities and operational needs
SUPERVISORY RESPONSIBILITY:
• None – individual contributor.
WORKING CONDITIONS:
• Primarily performed in an office environment with frequent interaction across multiple legal teams.
• Occasional travel to court, other office locations, or administrative/regulatory sites may be required.
• Work hours are generally standard business hours; however, occasional evenings or weekends may be required to meet deadlines or manage urgent docketing needs.
• Fast-paced, collaborative environment requiring adaptability, attention to detail, and the ability to manage multiple priorities simultaneously.
PHYSICAL REQUIREMENTS:
• Regularly required to sit, stand, or walk for extended periods while performing administrative and docketing duties.
• Ability to lift and carry up to 25 lbs as necessary for filing or document handling.
• Ability to perform repetitive motions, including typing, filing, and document scanning.
• Occasional bending, reaching, and handling of office equipment or materials.
• Adequate visual and auditory ability to accurately review legal documents, operate computer systems, and communicate effectively.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
SCHEDULE: Full-Time; M-F 8:30 - 5:00; 37.5 hours/week
LOCATION: Phoenix, AZ Office (required to be in office daily due to nature of role)
REPORTS TO: Regional Director of Administration
POSITION SUMMARY:
Under direct supervision, the Office Services Clerk supports the day-to-day operations of the firm environment by delivering high-quality administrative, mailroom, and office services support to attorneys and business staff in the Phoenix, AZ office. This role ensures the efficient handling of documents, records, and office logistics while maintaining a high standard of accuracy, responsiveness, and client service. The position also provides cross-functional support to records management and front office operations as needed.
COMPENSATION: At Spencer Fane, we carefully consider a wide range of factors when determining compensation, including but not limited to location, skillset, experience, training, licenses, certifications and other business or organizational needs. Compensation will be determined based on the above factors along with the requirements of the position. We expect the hourly rate for this position to be between $22.00 and $27.00.
BENEFITS: Medical, Vision, Dental, PTO, 401k, Life, Disability.
PRIMARY RESPONSIBILITIES:
Office Operations & Administrative Support
• Provide office services support to ensure efficient daily operations across legal and administrative teams
• Coordinate conference room scheduling, including meeting setup, catering, and post-meeting reset
• Prepare attorney offices and shared spaces for new hires and visiting attorneys
• Maintain office equipment (copiers, printers, fax systems) and coordinate vendor service requests as needed
• Serve as back-up receptionist, providing professional front-desk coverage and client interaction
Mail & Document Services
• Manage the receipt, sorting, and distribution of incoming mail, interoffice deliveries, and courier packages
• Prepare and process outgoing mail, including metering, tracking, and coordination of certified and overnight shipments; serve as liaison with postal and courier services
• Perform document production services (printing, copying, scanning), assessing job requirements and determining when external vendors are appropriate
• Conduct quality control reviews to ensure accuracy and adherence to firm standards
Records & File Management
• Maintain physical file systems in accordance with firm and client requirements, including file creation, organization, tracking, archiving, and secure destruction
• Support records management processes and provide back-up assistance to Records team members
• Ensure proper handling and confidentiality of legal and client materials
Inventory & Facilities Coordination
• Monitor and replenish office, kitchen, and mailroom supplies; coordinate ordering to maintain appropriate inventory levels
• Maintain shared office spaces, including kitchens and file rooms, in an organized and operationally ready condition
Team & Cross-Functional Support
• Provide back-up support across Office Services, Records, and Reception functions as needed
• Assist with special projects and additional administrative tasks in support of firm operations
QUALIFICATIONS:
• Education: GED or High School Diploma, required
EXPERIENCE, SKILLS & COMPETENCIES:
• At least 1 year of experience in a professional office environment; exposure to legal or other client-service-driven settings preferred
• Practical experience supporting core office operations, including mail distribution, document handling, and records coordination
• Demonstrated ability to organize, prioritize, and complete multiple tasks efficiently in a deadline-driven environment
• Strong attention to detail with consistent delivery of accurate, high-quality work
• Proficient in standard office technologies, including Microsoft Office applications and multi-function equipment (printing, scanning, document production)
• Communicates in a clear, professional manner, fostering effective working relationships with attorneys, staff, clients, and vendors
• Works effectively within a team environment while adapting to changing priorities and operational needs
SUPERVISORY RESPONSIBILITY:
• None – individual contributor.
WORKING CONDITIONS:
• Primarily performed in an office environment with frequent interaction across multiple legal teams.
• Occasional travel to court, other office locations, or administrative/regulatory sites may be required.
• Work hours are generally standard business hours; however, occasional evenings or weekends may be required to meet deadlines or manage urgent docketing needs.
• Fast-paced, collaborative environment requiring adaptability, attention to detail, and the ability to manage multiple priorities simultaneously.
PHYSICAL REQUIREMENTS:
• Regularly required to sit, stand, or walk for extended periods while performing administrative and docketing duties.
• Ability to lift and carry up to 25 lbs as necessary for filing or document handling.
• Ability to perform repetitive motions, including typing, filing, and document scanning.
• Occasional bending, reaching, and handling of office equipment or materials.
• Adequate visual and auditory ability to accurately review legal documents, operate computer systems, and communicate effectively.
DISCLAIMER:
The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified.
💡 Quick Summary
Seeking a career-building opportunity? The Office Services Clerk position is now open for candidates interested in the Office Assistant Jobs sector. This role in Phoenix offers a professional environment and growth potential.
Requirement Snapshot: Candidates should possess basic communication skills, a proactive attitude, and the ability to work in a team. Experience in Office Assistant Jobs is a plus.
