ESSENTIAL DUTIES AND RESPONSIBILITIES include, but may not be limited to, the following. Other duties may be requested and/or assigned.
• Oversee and administer the recruitment and selection processes for all full-time/part-time non-legal exempt/non-exempt, temporary, and student-intern positions ensuring recruiting and hiring practices are in compliance with government regulations and Firm policies and procedures in the hiring and post-employment process.
• Conduct all non-legal staff employment interviews. Coordinate applicant testing to determine suitability for referring applicants to appropriate hiring manager. Provide information to applicants including review of job duties, responsibilities, pay, hours, benefit offerings, Firm policies, and other related information.
• Maintain applicant tracking system, application database files, and files of applications and resumes received. Complete any required reports on employment activity. Coordinate such information for Affirmative Action and EEO reporting. Determine suitability of applicants for employment. Negotiate job offers or communicate denial of employment by preparing confirmation or rejection letters.
• Conduct new-hire orientation ensuring that all new-hire employees understand the Firm’s Employee Handbook and policies contained within. Coordinate new-hire photographs for staff, schedule technology training for the Legal Executive/Administrative Assistant training (when applicable), and conduct office tours.
• Prepare benefits-related paperwork for all new hires and conduct benefits orientation. Review health, employment, and insurance forms and submit for enrollment.
• Counsel staff who are not meeting Firm employment standards and discuss performance improvement needed. Facilitate and document all initial and ongoing disciplinary meetings. In conjunction with the Chief Administrative Officer and the Director of Human Resources, coordinate employee discipline meetings and make recommendations for possible terminations. Prepare all confidential and/or disciplinary memos.
• Provide counsel and advice to Firm Management and employees relative to resolution of performance issues, work-related issues, and/or conflicts offering problem-solving guidance or techniques. Investigate and resolve employee concerns within context of local, state, and federal laws ensuring that policies and procedures are consistent with Firm direction. • Manage, administer, and provide support to Firm Management and employees regarding policy interpretation and implementation of Short-Term Disability (“STD”), Family Medical Leave Act (“FMLA”) and Long Term Disability (“LTD”) programs. Coordinate arrangements with Firm-wide Benefits staff, STD and/or LTD vendors, if necessary. Coordinate return-to-work duty when appropriate.
• Oversee the annual performance evaluation/appraisal program for non-legal exempt and non-exempt employees by reviewing and analyzing completed evaluation forms ensuring effectiveness, market competitiveness, compliances, and equity within the Firm. Provide the day-to-day supervision, management, and coordination of workflow of the Legal Executive/Administrative Assistants including, but may not be limited to, interviewing, assignments, training, time report approval, Bank time requests,, schedule and conduct performance appraisal review sessions, compensation suggestions, discipline, and termination.
• Provide receptionist staff with ongoing guidance, direction, and feedback to ensure a productive, professional, and motivated workgroup.
• Coordinate functions that enhance employee relations such as, but not limited to, various informational meetings, health fairs, health screenings, flu shots and Firm sponsored events/programs.
• Assist in the development of procedures and continuing education of staff and provide job evaluation training as necessary to develop capabilities to ensure consistency with Firm goals.
• Monitor unscheduled absences and any absences resulting in three days or longer, identify excessive absenteeism trends, and administer appropriate disciplinary action.
• Perform special projects for Firm Management and leverages the Chief Administrative Officer as necessary for the Washington, DC office. KNOWLEDGE, SKILLS, AND ABILITIES • Bachelor’s degree in Human Resources Management, Business, or equivalent and five or more years progressive Human Resources generalist experience; or equivalent combination of education and experience. This is an entry-level manager position. Prior experience preferably in a large legal or professional services firm. Experience and working knowledge of Human Resources principles, policies and procedures, employment law (EEO, ADA, FMLA, etc), employee benefits administration and regulations, employee compensation, employee relations, coordination of Executive/Administrative Assistants, and recruiting and staffing practices. Must have excellent interviewing skills. Experience in office administration is a plus.
• Computer proficient with experience and working knowledge of HRIS system, Excel, Outlook, MS Word preferred.
• Exceptional interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, candidates, interns, and outside contacts.
• Excellent analytical and critical-thinking skills requiring an aptitude for detail, precision, and logic with comprehensive knowledge of human resources principles and practices in order to analyze and administer the recruitment process, performance evaluation program, employee relations, local benefits programs, and workflow coordination.
• Supervisory/managerial skills necessary in order to interact and communicate with subordinates, provide instruction/direction/training, determine work priorities, and coordinate the activities of a work team.
• Ability to evaluate skill levels of personnel to determine proper assignment placements. Ability to work discreetly with confidential information and situations and respond to the most sensitive inquiries or complaints.
• Exhibit high degree of initiative in exercising independent judgment and making decisions in managing multiple priorities in a fast-paced, deadline-driven, detail-oriented work environment.
• Ability to identify and analyze personnel and workflow issues and inquiries and to recommend and implement solutions. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
• Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish concise, detailed information in report format, written correspondence, e mail, or verbally.
• Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
• Occasional travel to other Firm locations may be required.