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Human Resources Coordinator

2 months ago

Washington, United States Akin Gump Full time
Job Summary

We are seeking a highly organized and detail-oriented Human Resources Assistant to join our team at Akin Gump Strauss Hauer & Feld LLP. The successful candidate will provide administrative support to the Firmwide Human Resources department, working under the direct supervision of the Senior Human Resources Manager, Chief HR Officer, and department Directors.

Key Responsibilities
  • Serve as the first point of contact for the Firm HR department, troubleshooting inquiries, answering and screening calls, and directing callers to the appropriate department resources.
  • Prepare and edit a wide variety of documents in Word, Excel, and PowerPoint, including correspondence, memoranda, spreadsheets, presentations, and project work. Proofread for accuracy of format, grammar, punctuation, and syntax.
  • Perform administrative tasks, including processing check requests, bills, and invoices, expense reports for both the CHRO and HR Directors, and maintain the appropriate department logs and records.
  • Coordinate conferences, meetings, appointments, and related ancillary details, ensuring in advance that all scheduled calls are connected without technical issues.
  • Coordinate travel arrangements for Chief Officers, department Directors, and Managers.
  • Coordinate various internal/external events for the HR team, including new hire lunches, holiday parties, visits from vendors, and external parties.
  • Manage various HR pages and documentation on our internal website, Akin Connect.
  • Utilize the Onboarding platform to process new hire I-9 forms through e-verify.
  • Handle incoming and outgoing mail, copy, distribute, send, file (via email, mail, courier, or express service).
  • Set up and maintain files in an organized and timely fashion, following established department protocol and procedures, including setting up and maintaining the department's secure NetDocs folders, as needed.
  • Monitor the Firm HR mailbox and forward emails to appropriate parties within the department or otherwise handle inquiries and requests.
  • Serve as a backup to local HR teams in assisting with clerical-related tasks as needed.
  • Distribute supplies, documents, and other materials to local HR departments as needed.
  • Coordinate work as needed with other office departments, including Word Processing, IT, Duplication, Office Services, Finance, etc.
  • Oversee the firm's distribution list auditor management application, adding auditors to automated distribution lists and requesting new manual distribution lists.
  • Coordinate and support the firm's annual Years of Service Awards program, including processing invoices, closing each year's process prior to starting the next process, troubleshooting problems, and answering employee questions regarding orders, etc.
  • Support the firm's immigration process, including printing, organizing, and processing visa sponsorship paperwork as directed by outside legal counsel and the CHRO, working with local HR departments as necessary, as well as overseeing the attestation process for authentication of documents needed for immigration purposes and in relation to transfers to foreign offices.
  • Create and distribute the agenda for the monthly HR video conference call.
  • Oversee the data entry for the annual HR budget submission, including coordinating budget submissions from the local HR departments and Firm HR team leaders.
  • Provide assistance with annual HR/Benefit processes, such as open enrollment, performance evaluations, compensation, and merit bonuses, benefit-related audits, etc.
  • Oversee periodic well-being program responsibilities, including running reports to identify target populations, coordinating individual mailings, and distributing program points to program participants.
  • Assist the Director of Talent Management and the Learning and Development Manager with coordinating various academies and trainings and running reports utilizing our Learning Management System.
  • Provide backup to the Recruiting Coordinator, including conducting phone screening interviews and reference checks, processing invoices, and entering/updating job postings as necessary.
  • Run various reports from the Human Resources Information System, Workday, as needed.
Qualifications
  • Bachelor's degree required.
  • Minimum of one year of administrative clerical experience, preferably in a human resources department and/or professional service environment.
  • Strong proficiency in Microsoft Office, including Word, Outlook, Excel, and PowerPoint.
  • Proficiency with advanced telephone functions, including conference calling and voicemail, as well as office equipment used on a regular basis, including computers, printers, and copy machines.
  • Familiarity with basic accounting administrative tasks, such as invoicing, check requests, expense reports, and other accounting forms and reports, as well as the ability to perform mathematical functions necessary for the position - add, subtract, multiply, divide, percentages.
  • Commitment to maintaining strict confidentiality of employee, office, firm, and client information and adhering to the Firm's Values.
  • Excellent written and oral communication skills, including grammar, spelling, and punctuation.
  • Ability to read, comprehend, and follow instructions.
  • Strong organizational skills and attention to details, with the ability to perform administrative tasks with a high degree of accuracy.
  • Demonstrated commitment to customer service.
  • Ability to work independently, take initiative, set priorities, meet deadlines, respond to changing priorities, and handle many tasks simultaneously.
  • Ability to work with a wide range of people in a team setting and establish effective working relationships within the department, office, and firm.
  • Ability to work extended hours as necessary to fulfill responsibilities.

The base salary range for this position in Washington, DC is $50,000 to $60,000. Additional information about benefits and rewards can be found here.

Akin Gump Strauss Hauer & Feld LLP participates in E-Verify for purposes of verifying employment eligibility.