This position directs and manages the Human Resource functions for the Washington, DC office. Areas of responsibility include direct supervision of the Secretarial and Reception departments, including absence coverage and overflow and overtime assistance; enforcement and clarification of Firm policies; administration of the Firm’s benefit programs; maintenance of personnel files; employee relations; employee development and training; and staff recruitment. This position also acts as a point of contact to Firm personnel and outside vendors in the Office Administrator’s absence.
Administrative/Human Resources Duties:
Prepare welcome letters and new hire packets for new personnel; coordinate I-9 verification; complete all electronic and paper payroll forms relating to new hires, changes in status, leaves of absence, workers’ comp claims, and terminations; assist with benefits questions; set up orientation and training schedules for new personnel and oversee completion of new hire paperwork.
Manage staff absence calls; advise supervisors of absences; review and approve PTO requests in NOVAtime and record absences in the office PTO calendar; review and approve work records in NOVAtime for accuracy; ensure overtime is approved; communicate with staff regarding any necessary corrections.
Monitor unscheduled absences and identify excessive absenteeism and tardiness trends; counsel staff who are not meeting Firm standards and discuss methods for improvement; consult with Office Administrator on further disciplinary measures, if necessary.
Oversee content management of office portal communities page, including posting news items and announcements; update office calendar; maintain up-to-date administrative information (e.g. telephone and address listings, floor plans, etc.).
Coordinate and conduct annual open enrollment presentation meetings; manage the processing of benefits changes throughout the year, including providing guidance and reviewing completed benefit forms for accuracy.
Coordinate annual retirement benefits presentations and assist with registration and set up for the wellness screenings.
Secretarial Assignments and Team Management:
Provide direct supervision to the Secretarial and Reception Departments.
Assist secretaries in coordinating overflow and overtime by offering assistance to find resources to ensure consistency of workflow, timeliness of projects, and the most economical and efficient resources available for completion of work.
Periodically review secretarial workload and attorney assignments; make recommendations to Office Administrator for changes; if approved, discuss changes with secretaries and attorneys; coordinate assignment changes with other departments (e.g. IT, Office Services, etc.) who may be involved in facilitating the reassignments.
Determine coverage needs during critical periods (i.e. holidays) and assist attorneys, paralegals and secretaries to determine the best resources for completion of work.
Provide ongoing guidance, direction and feedback to our employees to ensure a productive, professional and motivated workgroup.
Monitor progress of newly-hired staff and make recommendations for improvement and coordinate additional training if needed.
Collaborate with Human Resources personnel across the Firm to ensure that our office follows “best practices”; establish a network of Human Resources professionals outside of the Firm to stay abreast of changes in the marketplace.
Ensure that birthday and service awards are timely communicated and distributed.
Coordinate functions that enhance employee relations such as periodic informational meetings, welcome celebrations, and staff appreciation events.
Coordinate staffing for local marketing activities (e.g. networking events, breakfast briefings and client appreciation events) and participation in charitable activities.
Create job descriptions and obtain approval for new/open staff positions; set up and track recruitment process through UltiPro Recruitment; post openings to Firm website and D.C. Department of Employment Services website.
Review all resumes for staff positions and respond to them appropriately; determine which candidates meet the basic qualifications and conduct telephone screenings, applicant testing and participate in the interviews; collect feedback from all interviewers and share with key decision maker(s).
Prepare offer letters; manage reference checks and the background check process.
Manage relationships with recruiting vendors, including job posting websites and placement agencies; ensure that placement agency agreements are up-to-date and negotiated to Firm standards.
Coordinate conflicts checks for contract attorneys and paralegals.
Prepare annual AAP report for submission to Chicago.
Performance Review Process:
Conduct the annual staff performance review process with Office Administrator by coordinating, reviewing, and analyzing performance feedback from attorneys, department managers and paralegals; schedule and conduct performance review meetings to share feedback with staff, including information regarding performance issues; provide input and recommendations for salary increases.
Identify development areas and continuing education opportunities for staff and provide guidance as necessary to develop and enhance their skills.
Knowledge, Abilities, Skills Requirements:
Bachelor’s degree in Human Resources Management, Business, or related field and three to five years of progressive human resources or secretarial management experience; or equivalent combination of education and experience.
Analytical and critical-thinking skills necessary 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.
Exceptional interpersonal, verbal and written communication skills; ability to communicate with courtesy and diplomacy; and maintain effective relationships with a diverse group of attorneys, staff and outside contacts.
Computer proficient with experience and working knowledge of HRIS, time and attendance, performance management and document management databases; working knowledge of Microsoft Office products required.
Ability to work discreetly and sensitively with confidential information and situations.
General knowledge of Federal and District of Columbia HR-related laws and regulations (e.g. FMLA, COBRA, ADA, OSHA, Harassment, etc.).
Good punctuality and attendance.
Assumes other responsibilities as assigned.
Clear diction and hearing, ability to move throughout office, ability to sit at a computer for extended periods of time.
Seyfarth Shaw LLP - 22 months ago
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