Administrative Office Specialist at InfoTrack US Petaluma, CA

Administrative Office Specialist job at InfoTrack US. Petaluma, CA.

About One Legal, an InfoTrack Company

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.

About the role

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.

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
• 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

Requirements

• 1+ years of relevant experience (legal or litigation support experience is a plus, but not required)
• 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

Compensation

The anticipated pay range for this role is listed below. Base salary is not the only component of our competitive total rewards package - you may also be eligible for bonus, commissions, equity, and other benefits as described below. Actual compensation is influenced by a wide array of factors including but not limited to skill set, level of experience, licenses and certifications.

$19.77 - $24.71 per hour

Benefits

What Sets One Legal, an InfoTrack Company apart

At One Legal, we’re committed to a workplace where everyone feels comfortable doing their best work and having fun! We also believe in a work/life balance that fulfills you while you’re here and supports you when you’re not. We built our benefits package to prove that we’re committed to you having everything you need.

Our benefits guide, located here , illustrates what we offer full‑time employees and a sneak preview is below:

• 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

Our Commitment

We believe that the key to our success is you. Your unique background, life experience, knowledge, self‑expression, and talent make you uniquely you. Who you are, what you have experienced, and how you think inspires us to be innovative and bold.

InfoTrack is an equal opportunity employer. We hire great people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. We welcome the unique contributions that you can bring in terms of your education, opinions, culture, ethnicity, race, ancestry, sex, gender identity and expression, national origin, citizenship, marital status, age, languages spoken, veteran status, color, religion, disability, sexual orientation, and beliefs.

Qualified applicants with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.