HR and Office Administrator

HR & Office Administrator
Job Title: HR &Office Administrator
Location: Sacramento, California (ON SITE)

Employment Type: Full-Time
Reports To: Business Operations Manager ("BOM")
Pay Range: $31.25-$38.46 (Paid hourly, FT, Non-exempt)

Position Summary:
We are seeking a highly organized, results-driven, tech-savvy, and proactive professional to support day-to-day operations, HR functions, and recruiting efforts at York Law Firm. This role is essential to maintaining smooth office workflows, continuous recruiting, supporting legal case management, and ensuring a positive experience for our clients, law firm operations, our legal team, job applicants, and new hires.

Key Responsibilities:

Human Resources Support & Recruiting

• Manage full-cycle recruitment for legal, administrative, and operations roles (job
  postings, screening, phone screens, coordination with managers, interview
  scheduling).
• Maintain and optimize the Applicant Tracking System (ATS), ensuring accurate candidate data and timely status updates.
• Conduct initial candidate assessments and recommend qualified candidates to hiring teams.
• Coordinate interviews, follow-up communication, reference checks, and offer logistics.
• Develop skills-based competency tests for applicants.
• Partner with the BOM ot assess staffing needs and hiring timelines.
• Support employer branding efforts, including posting roles across multiple platforms and managing candidate engagement.
• Assist with onboarding, orientation, I-9 completion, and new hire documentation.
• Supports the BOM ni assisting with time and attendance, payroll and benefits.
• Ensure compliance with California employment laws.
• Oversee onboarding, orientation, and documentation for new hires.
• Support BOM in the training and development programs to support continuous team
  upskilling and competency using the LMS.
• Draft and circulate internal memos (policy updates, events, compliance reminders).
• Coordinate staff events, recognition programs, and morale initiatives.

Office Administration

Reporting & Analytics

• Pull and prepare operational, HR, and performance-based reports from internal
  systems.
• Monitor employee workload, case flow, and productivity metrics using case management and reporting tools.
• Identify performance trends, bottlenecks, and opportunities for process improvement.
• Maintain and oversee dashboards used by leadership to assess team performance and organizational health.

LMS Management

• Administer the Learning Management System (LMS), ensuring content accuracy, enrollment, tracking completions, and reporting on training compliance.
• Upload, update, and organize training modules, SCORM files, and internal content.
• Support the BOM and department leads with training coordination and competency tracking.

Vendor & Facilities Coordination

• Manage vendor relationships, including contracts, renewals, and service performance.
• Coordinate building maintenance, office supplies, equipment servicing, and general facility operations.
• Ensure timely invoice processing and expense tracking for all office-related vendors.

Employee Support & Office Leadership

• Provide day-to-day support to employees and help resolve administrative or
  operational issues.
• Assist the BOM with employee management tasks including performance tracking, corrective follow-up, accountability support, and record-keeping.
• Draft internal communications such as memos, updates, reminders, and policy notices.
• Supervise inventory levels and coordinate the procurement of office and building supplies.
• Support the BOM to maintain, troubleshoot, and ensure optimal functioning of legal case management software and portals.
• Help plan staff meetings, events, recognition initiatives, and culture-building activities.

Systems, Data Hygiene & Compliance

• Data hygiene: Check for missing fields or incorrect entries in case management and HR systems. Maintain standard operating templates (letters, discovery responses, onboarding checklists). Maintain clean, accurate data in case management, HR, ATS, LMS, and internal systems.
• Ensure compliance with California employment laws and internal policies.
• Manage calendars, including scheduling of firm-wide meetings, interviews, training sessions, deadline monitoring, and client appointments, while coordinating attorney availability and resource allocation.
• Help enforce data-governance practices (confidentiality, role-based access, retention) across Ops/HR systems, support audit readiness.

Qualifications

• Associate degree required; Bachelor's degree preferred.
• 3 years recruiting experience (legal industry strongly preferred).
• Proficiency with recruiting platforms (LinkedIn, Indeed, ZipRecruiter, etc.) and experience working with recruiting agencies.
• Prior experience in recruiting, office administration, HR support, and operations.
• Strong reporting skills; comfort pulling, interpreting, and presenting data.
• Experience with HRIS, ATS, LMS, reporting and productivity systems.
• Excellent written and verbal communication skills.
• Strong organizational, time-management, and multitasking abilities.
• Knowledge of legal case management systems and workflows.
• Ability to work in a high-volume, fast-paced legal environment.
  

Preferred Skills:

• Experienced with SHRM-based HR practices and Lean Six Sigma methodologies.
• Knowledgeable in legal terminology and civil litigation case management
• Experience in a law office (California-based and civil litigation is preferred).
• Experience managing employees or overseeing workflow is a plus.
• Works well independently and within teams in high-paced legal environments
• Provides constructive feedback to enhance accountability and results
  

This description outlines the core responsibilities of the role; however, responsibilities are not limited to those listed. The role may evolve to include additional duties as required to support firm operations and strategic initiatives.

As a part of our hiring process and in accordance with applicable laws, York Law Firm will conduct a lawful background check after a conditional offer of employment is made. This background check may include verification of employment history, education, professional licenses and references. For roles where legally permissible, consumer credit report and/or driving record may also be reviewed