Human Resources and Legal Specialist

CCSOC CCS Facility Services - Orange County, Inc.; California; On-site; USD 80,000 - 85,000; Full time

Job summary

CCS Facility Services is seeking a Human Resources and Legal Specialist to manage subpoenas, records requests, and related HR records. The role acts as the liaison among HR, Payroll, Operations, and legal counsel to ensure timely, accurate production in compliance with policy and law.

The ideal candidate has experience in legal administration or HR records, strong organizational skills, and proficiency with Microsoft Office. Bilingual English/Spanish is a plus, with confidentiality a must.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Experience in legal administration, records management, HR, payroll, or related admin roles preferred.
• Experience handling subpoenas, personnel records, payroll records, or confidential employee information is strongly preferred.
• Bilingual in English and Spanish is a plus.
• Proficiency in Microsoft Office (Outlook, Word, Excel).

Responsibilities

• Receive, review, log, and track subpoenas and formal requests for records.
• Coordinate collection and production of responsive records from HR, Payroll, and Operations.
• Review records for completeness and escalate complex requests to HR leadership or legal counsel.
• Maintain a centralized tracking system for subpoenas and records requests.
• Communicate with attorneys, government agencies, and subpoena services as needed.
• Maintain organized and confidential electronic records per privacy and retention policies.
• Assist with legal holds, audits, and compliance-related projects.
• Perform other related duties as assigned.

Skills

Bilingual English/Spanish

Organizational skills

Communication skills

Confidentiality

Time management

Microsoft Office

HRIS experience

Education

Associate degree or related field

High school diploma or equivalent

Tools

HRIS

Document management systems

Case-tracking systems

Job description

About CCS

CCS Facility Services is one of the largest building service contractors in the United States, providing expert janitorial and facility engineering services to thousands of commercial businesses with a deep bench of experienced cleaning and engineering professionals. Guided by a Service Heart we are a company Built to Serve with a passion to exceed our customer’s expectations.

Job Details

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.

Essential Duties and 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 escalating 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.

Qualifications/Competencies

• High school diploma or equivalent required; 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.


• 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.


• Experience with HRIS, electronic document-management, or case-tracking systems preferred.

Closing

CCS Facility Services business foundation is our people. We recognize, invest, and promote from within. Unified by our core values, you will discover a sense of community of amazing colleagues who are passionate and guided by a Service Heart to provide the best employee and customer experience.

Compensation

Compensation 80,000 - 85,000 CCS Facility Services is one of the largest building service contractors in the United States, providing expert janitorial and facility engineering services to thousands of commercial businesses with a deep bench of experienced cleaning and engineering professionals. Guided by a Service Heart we are a company Built to Serve with a passion to exceed our customer’s expectations.