Human Resources and Legal Specialist

CCS Facility Services • Costa Mesa, CA

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About The Position

CCS Facility Services is seeking a Human Resources and Legal Specialist to manage the intake, tracking, and production of subpoenas and other formal requests for employee, personnel, payroll, wage, timekeeping, and employment records. This role serves as the central point of coordination between Human Resources, Payroll, Operations, legal counsel, and outside requesting parties, ensuring records are produced accurately, on time, and in compliance with Company policy and applicable law.

Requirements

• High school diploma or equivalent required
• Strong organizational skills with excellent attention to detail and accuracy.
• Ability to manage multiple requests, priorities, and strict deadlines.
• Strong written and verbal communication skills.
• Ability to exercise discretion and maintain a high level of confidentiality.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.

Nice To Haves

• Associate degree or additional education in legal studies, business administration, human resources, or a related field preferred.
• Prior experience in legal administration, records management, Human Resources, payroll, compliance, or a related administrative role preferred.
• Experience handling subpoenas, personnel records, payroll records, or confidential employee information strongly preferred.
• Bilingual in English and Spanish is a plus.
• Experience with HRIS, electronic document-management, or case-tracking systems preferred.

Responsibilities

• Receive, review, log, and track subpoenas and other formal requests for employee, personnel, payroll, wage, timekeeping, and employment records.
• Coordinate the collection and timely production of responsive records from Human Resources, Payroll, Operations, and other internal departments.
• Review records for completeness and accuracy and escalate complex, sensitive, or questionable requests to Human Resources leadership or legal counsel as appropriate.
• Maintain a centralized tracking system for subpoenas and records requests, including deadlines, status, correspondence, records produced, and completion dates.
• Communicate and coordinate with attorneys, government agencies, outside counsel, subpoena services, and other authorized requesting parties as needed.
• Maintain organized and confidential electronic records while following Company requirements for privacy, document retention, and the release of employee information.
• Assist with legal holds, document preservation, employment verification, audits, litigation-related record collection, and other HR or compliance-related projects as assigned.
• Perform other related duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED