Attorney Resources and Development Assistant

Department: Human Resources and Attorney Recruitment & Development

Reports to:  Director of Attorney Resources and Development

M-F, 930am-530pm

Summary

The Attorney Resources and Development Assistant (ARD Assistant) assists the Director of Attorney Resources and Development (Director) and the Attorney Resources and Development Coordinator (Coordinator) in administering the human resources and attorney development policies and programs for the NY and DC offices.  The ARD Assistant supports the department in all administrative matters relating to attorney employment (other than recruitment) and human resources services offered to attorneys.

Relationships

The Attorney Resources and Development Assistant reports to the Director of Attorney Resources and Development, supports the Director of Attorney Resources and Development and the Attorney Resources and Development Coordinator, and interacts frequently with internal legal and administrative personnel of all levels.

Responsibilities

Primary

Attorney Human Resources

• Provides general administrative support to the Director and the Coordinator in handling all daily challenges and requests daily requests relating to attorneys and attorney employment and on projects as assigned.
• Screens incoming calls for the Director and responds to general inquires to the extent possible.
• Assists and supports the Director and Coordinator in administering processes and handling documentation related to associate and special counsel employment at the Firm, including:

• administrative procedures relating to attorney hire, termination, change in pay rate or job title, promotion, bonus payments, secondments, externships, interoffice transfers, relocations, non-FMLA leaves of absence, etc;
• payroll action forms for all actions relating to attorneys;
• procedures related to Form I-9 records for attorneys;
• attorney vacation report calculations and file maintenance;
• orientation processes for lateral special counsel and associate hires, first year associate onboarding, and contract attorneys;
• annual policy confirmations process;
• interoffice transfers and relocation issues.

• Processes, pays and maintains accurate records of invoices for the Attorney Resources and Development department. Maintains and prepares expense reports for the Director, including the corporate Amex bill.  Maintains accurate records of all expenses paid, including in connection with bar exam expenses, Firm sports teams, bar association memberships, and all other expenses covered by the Attorney Resources and Development budget.
• Serves as a backup to the Coordinator for updates to Firm records and databases to reflect changes in attorney status (name, bar admission, position change, etc).
• Responds to third-party requests for basic attorney employment verifications and obtains required authorizations.
• Works with the HRIS Assistant to ensure collection and forwarding of mail and other items for departed attorneys and forwards as required.
• Takes primary responsibility for creation and maintenance of attorney personnel files, filing new documentation and ensuring files are properly maintained and organized.  Understands Firm records filing system and retrieves/returns personnel files from/to records when directed. Responsible for retrieving and transferring terminated attorney personnel files to the warehouse.
• Attends new attorney orientation and training programs and other periodic attorney events as directed.
• Maintains and updates the Attorney Manual section of the Human Resources Intranet Page, as directed.
• Responsible for ordering baby gifts, wedding gifts, flowers and/or charitable donations for legal staff.
• Performs other tasks and duties as assigned. 

Secondary

• Provides backup for other Human Resources and Attorney Development department functions, as required.

Requirements

Education

Bachelor’s Degree required.

Experience

One or two years of Human Resources work and/or law-firm related experience preferred.

Skills and Abilities

Excellent interpersonal, verbal, written, and communication skills. Ability to communicate well with attorneys, summer associates, all levels of administrative staff and contacts outside the firm and provide information with requisite courtesy and tact. Ability to act in a fair, equitable and professional manner at all times with a high degree of integrity.  Ability to work well under pressure, prioritize tasks and deal with deadlines, attention to detail and strong organizational and follow-up skills. Willingness to work with and assist other staff members in accomplishing the work of the department. Strong customer service orientation.  Ability to prepare routine correspondence, forms, documents, as well as maintain records and files.  The Attorney Resources and Development Assistant has access to sensitive and confidential information and the position accordingly requires a high level of confidentiality and discretion. Ability to work overtime as required.

Attendance

Regular punctuality and attendance required.

Technological Skills

Proficiency with various software programs, including MS Office Suite and use of the Internet.