Office Administrator and HR Support

Job Title: Office Administrator and HR Support

Location: Sacramento, California (ON-SITE)

Employment Type: Full-Time

Reports To: Business Operations Manager ("BOM")

Position Summary:

We are seeking a highly organized and proactive Office Administrator and HR Support professional to manage day-to-day operations and support HR functions in our law office. This role is essential to maintaining smooth office workflows, 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:

Office Administration

• Supports the BOM to oversee and manage law office vendor and building accounts, as well as relationships with vendors and service providers for both law office and building operations.
• Supervise inventory levels and coordinate the procurement of office and building supplies.
• Monitor and process accounts payable, ensuring accurate expense tracking.
• Support the BOM to maintain, troubleshoot, and ensure optimal functioning of legal case management software and portals.
• Generate and analyze reports regularly; monitor legal case flow to facilitate timely advancement and adherence to internal and statutory deadlines.
• Manage calendars, including scheduling of firm-wide meetings, interviews, training sessions, deadline monitoring, and client appointments, while coordinating attorney availability and resource allocation.
• Data hygiene: Check for missing fields or incorrect entries in case management and HR systems. Maintain standard operating templates (letters, discovery responses, onboarding checklists).
• Help enforce data governance practices (confidentiality, role-based access, and retention) across Ops/HR systems; support audit readiness.

Human Resources Support

• Coordinate recruitment, including job postings, resume screening, applicant tracking, and onboarding.
• Supports the BOM in assisting with time and attendance, payroll and benefits.
• Maintain HR applicant tracking systems and ensure compliance with California employment laws.
• Oversee onboarding, orientation, and documentation for new hires.
• Administer employee time and attendance systems to support accurate record-keeping and compliance with relevant regulations.
• Support BOM in the training and development programs to support continuous team upskilling and competency.
• Draft and circulate internal memos (policy updates, events, compliance reminders).
• Coordinate staff events, recognition programs, and morale initiatives.

Qualifications:

• Minimum 2 years of college, preference given to candidates with a BA or BS college degree.
• At least 2 years' experience in a law office required (California-based and civil litigation is preferred).
• Solid knowledge of legal case management systems and workflows.
• Familiarity with HR software (recruitment, applicant tracking, time/attendance, LMS modules).
• Skilled in Microsoft Office and HRIS/applicant tracking systems.
• Strong communication, organization, and multitasking abilities.

Preferred Skills:

• Experienced with SHRM-based HR practices
• Knowledgeable in legal terminology and civil litigation case management
• Prior work experience as a legal secretary or paralegal in civil litigation
• Works well independently and within teams in high-paced legal environments
• Provides constructive feedback to enhance accountability and results
• Promotes continuous improvement through strategic coaching

This description outlines the core responsibilities of the Office Administrator and HR Support 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.