Administrative Office Specialist

InfoTrack US • Petaluma, CA

3d • Onsite

About The Position

One Legal, a division of InfoTrack, is a one-stop online solution for legal professionals to file court documents in every California court, manage service of process nationwide, and more. A leader in innovative technology solutions for legal professionals for more than 30 years, One Legal continues to be among the most respected in the industry. As a highly ambitious company, we know that our people are critical to our success. That's why we're passionate about fostering a high-performance culture built on professional development, open communication, and transparent leadership. If you're dedicated, and eager to help build a market-leading solution that makes a difference in the lives of our clients, we'd love for you to join us.

At One Legal, our Administrative Specialist is the go-to person who helps keep everything running smoothly behind the scenes. In this role, you’ll work closely with our internal teams to make sure job orders are printed, mailed, and processed on time and without a hitch. You’ll also make sure our office equipment is working properly and that we’re stocked up on supplies so you and the team can stay focused and keep things moving.

This is an onsite role, 5x days per week out of our office in Petaluma, California. The standard work schedule for this role is Tuesday through Saturday, 8:30-5:30pm.

Requirements

• 1+ years of relevant experience (legal or litigation support experience is a plus, but not required)
• Valid U.S. driver’s license, in good standing with clean driving record, free of major violations
• Proof of valid auto insurance that meets or exceeds state minimum liability requirements
• Ability to operate a safe, reliable, and roadworthy vehicle for business purposes
• Strong customer focus with a service-oriented mindset
• Solid computer skills, including Outlook, Microsoft Office, Adobe Acrobat; familiarity with Slack is a plus
• Typing speed of at least 40 WPM (certification required)
• Excellent verbal and written communication skills
• Positive, can-do attitude with a solution-oriented approach
• Highly organized and process-driven; comfortable multitasking and adapting to change
• Strong attention to detail and accuracy; dependable and reliable
• Calm, patient, and effective in high-pressure situations

Nice To Haves

• legal or litigation support experience is a plus

Responsibilities

• Print, collate, and prepare legal documents for mailing in accordance with department procedures
• Process outgoing mail, including operating the postage meter and packaging declarations, notices, and courtesy copies
• Sort, scan, and route incoming mail to the appropriate recipients
• Maintain inventory of printing and mailing supplies; reorder as needed
• Prepare checks for disbursements (e.g., sheriff fees) when required
• Monitor and restock printers; coordinate basic troubleshooting and service requests as needed
• Shred documents securely and ensure compliance with disposal procedures
• Use internal software (ServeManager) to manage, update, and track job progress
• Transport mail and company materials to and from the post office or other designated locations during business hours
• Operate a personal vehicle or company vehicle in compliance with traffic laws and InfoTrack’s Safe Driving Policy
• Maintain accurate mileage and expense records, when applicable
• Coordinate with the Fulfillment and Support teams to ensure timely and accurate document handling
• Perform various administrative tasks and special projects as assigned
• Coordinate the mailing of documents to litigants, customers, and courts by assembling shipments and delivering them to the local post office
• Resolve open items and complete assigned tasks in a timely manner
• Assist the Fulfillment team with additional job-related tasks and projects as needed
• Serve as the administrative and process backbone of the Fulfillment team

Benefits

• 401(k) Match
• Medical, Dental, & Vision Insurance- 85% of employee premiums are covered by InfoTrack, and 70% for your family premiums
• Employer-funded Short/Long-Term Disability, Life, and Accidental Death & Dismemberment (AD&D) Insurance
• 20 Days of Paid Time Off (PTO)
• 11 Paid Holidays
• “Be Me Time” off for mental health, re-charging, volunteering
• Matching Gift Program
• Monthly Internet Stipend for Remote Employees

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed