Administrative Office Specialist Full Time NEW

About The Company

One Legal, an InfoTrack Company, is a leading provider of innovative legal technology solutions, serving legal professionals across California and nationwide. With over 30 years of industry experience, One Legal offers a comprehensive online platform that enables users to file court documents in every California court, manage service of process nationwide, and streamline various legal administrative tasks. The company prides itself on its commitment to technological innovation, customer service excellence, and fostering a high-performance culture built on professional development, open communication, and transparent leadership. As a dynamic and ambitious organization, One Legal values its employees as critical to its success and strives to create an inclusive, supportive, and growth-oriented work environment.

About The Role

The Administrative Specialist at One Legal is a vital member of the team responsible for ensuring the smooth operation of daily administrative and logistical functions. This role involves coordinating the preparation, mailing, and processing of legal documents, managing office supplies, and maintaining the functionality of office equipment. The specialist will work closely with internal teams to support the fulfillment of legal requests and ensure timely delivery of documents to courts, litigants, and clients. This is an on-site position based in Petaluma, California, requiring a standard schedule from Tuesday to Saturday, 8:30 AM to 5:30 PM. The role offers an excellent opportunity to contribute to a leading legal technology company while developing operational skills and gaining exposure to legal administrative processes.

Qualifications

• Minimum of 1+ years of relevant administrative or support experience, preferably in legal or litigation support
• Valid U.S. driver’s license in good standing with a clean driving record
• Proof of auto insurance meeting or exceeding state minimum liability requirements
• Ability to operate a reliable, roadworthy vehicle for business purposes
• Strong customer service orientation and a service-minded attitude
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel), Adobe Acrobat, and familiarity with Slack is a plus
• Typing speed of at least 40 WPM with certification
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail and accuracy
• Ability to multitask, adapt to changing priorities, and work effectively under pressure
• Calm, patient, and solution-oriented approach to problem-solving
• Demonstrated dependability and reliability in previous roles

Responsibilities

• Print, collate, and prepare legal documents for mailing according to department procedures
• Process outgoing mail, including operating postage meters and packaging declarations, notices, and courtesy copies
• Sort, scan, and route incoming mail to appropriate recipients efficiently
• Maintain inventory levels of printing and mailing supplies, reordering as necessary
• Prepare checks for disbursements such as sheriff fees when required
• Monitor and restock printers, troubleshoot basic issues, and coordinate service requests
• Securely shred documents in compliance with disposal procedures and policies
• Utilize 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 personal or company vehicles in accordance with traffic laws and company policies, maintaining accurate mileage and expense records
• Coordinate with Fulfillment and Support teams to ensure timely and accurate document handling and delivery
• Perform various administrative tasks and support special projects as assigned
• Assemble and deliver document shipments to litigants, courts, and clients, ensuring accuracy and timeliness
• Resolve open items and complete assigned tasks efficiently and effectively
• Serve as a key administrative and process support for the Fulfillment team, contributing to overall operational success

Benefits

• Competitive hourly pay ranging from $19.77 to $24.71, based on experience and qualifications
• 401(k) retirement plan with company match
• Medical, Dental, and Vision Insurance coverage, with 85% of employee premiums and 70% of family premiums covered by InfoTrack
• Employer-funded Short/Long-Term Disability, Life, and Accidental Death & Dismemberment (AD&D) Insurance
• Paid Time Off (PTO) totaling 20 days annually
• 11 paid holidays per year
• “Be Me Time” for mental health, personal recharging, and volunteering
• Matching Gift Program to support charitable contributions
• Monthly internet stipend for remote employees
• Supportive work environment that promotes work/life balance and employee well-being

Equal Opportunity

InfoTrack is an equal opportunity employer committed to fostering a diverse and inclusive workplace. We welcome applicants from all backgrounds and do not discriminate based on race, ethnicity, gender, gender identity or expression, sexual orientation, age, disability, religion, veteran status, or any other protected characteristic. We believe that diverse perspectives and experiences strengthen our organization and contribute to our success.