Human Resources Coordinator

New York, NY

Hours: 10:00 am-6:00 pm

Summary

The HR Coordinator is responsible for all aspects of benefits administration, recruiting, HRIS administration, and personnel file maintenance. Additionally, the HR Coordinator works closely with the Office Administrator & HR Director regarding various HR functions, including but not limited to, policy development and compliance, disciplinary procedures, recruiting, performance reviews, and onboarding and training.

The HR Coordinator reports directly to the Office Administrator & HR Director and has direct contact with other firm management positions, the Managing Partner and the Partner overseeing HR and employment matters at the firm.

Responsibilities

Benefits Administration: Responsible for directing and planning all day-to-day operations of group benefit programs (group health, dental, vision, short-term and long-term disability, worker’s compensation, life insurance, flexible spending plans, 401(k) plan).

• Advise employees on various benefits issues, including eligibility, plan provisions, general questions, and claims procedures.
• Responsible for all on-and off-boarding tasks related to benefits.
• Handle COBRA administration, in coordination with ADP/WageWorks.
• Act as project manager and responsible for major benefits projects (i.e. insurance policy renewals, open enrollment, annual flu shots).
• Analyze current benefit plan offerings: evaluate the usage, services, coverage, effectiveness, cost, plan experience, and competitive trends in benefits programs.
• Design employee benefit plans and develop recommendations for review by firm management.
• Liaise between firm and insurance carriers and brokers.
• Responsible for benefits administration with ADP (carrier connections, plan setups, etc.)
• Responsible for invoice review and approval process.
• Communicate and train employees on policies and processes for ADP Self Service system.

ADP & Employee Records Maintenance: Responsible for maintaining HRIS (ADP) employee records and physical personnel files. Must develop and maintain HR records retention policies and record keeping guidelines.

• Create and maintain employee personnel files in firm’s electronic document management system.
• Responsible for implementation of all new hire data in ADP prior to employee’s first paycheck.
• Monitor new employee’s open enrollment to confirm all elections are processed.
• Ensure accuracy of employee data kept in ADP.
• Record keeping for annual employee review process.
• Administration of PTO policies in ADP including tracking and monitoring PTO use by employees.
• Coordination with department managers regarding staff PTO usage.
• Tracking of other types of leave (i.e. disability, FMLA, paid parental).

Recruiting: Responsible for all administration for ongoing recruiting efforts, including resume collection and review, job postings, interview scheduling and preliminary interviewing.

• Create staff job descriptions for open positions.
• Coordinate with Office Administrator & HR Director for job postings and resume review.
• Work with Office Administrator & HR Director to interview all candidates for staff positions.
• Administer background checks; reference checking; ensures record keeping requirements are met.
• Assist Office Administrator & HR Director with interview process for all attorney candidates, including resume review and interaction with legal recruiters.
• Create schedule for attorney interviews prior to interview day and coordinate day of by ensuring that the schedule remains timely while bringing the candidate around for the interviews.
• Maintain all files related to resume collection and candidate interviews.

Legal Compliance:

• Ensure ACA and other federal and state law compliance.
• Future responsibilities (once the firm has 100 employees): EEO-1 annual reporting.
• Risk Management: Assist with ensuring that workplace health, safety, security, and privacy activities are compliant with applicable state, federal and local laws.
• Ensure employment activities are compliant with federal, state and local laws.
• Monitor legal and regulatory environment for proposed changes and potential impact to the firm.
• Ensure compliance with mandatory training including the annual anti-harassment training.

Other HR Functions:

• Be familiar with all firm HR policies and procedures and be able to advise employees on them.
• Assist with onboarding and training tasks in addition to benefits onboarding including taking new employees around the office for introductions.
• Work with Office Administrator & HR Director, Manager of Administrative Staff, and Marketing on all firm related events and outings.
• Track monthly Am Ex usage for the Office Administrator & HR Director’s firm American Express, including compiling receipts and assigning proper billing codes.
• Coordinate administration of various human resources plans and procedures for all firm personnel.
• Assist in development and implementation of firm policies and procedures.
• Assist with annual performance review process for all employees (staff, associates, counsel).
• Research and suggest implementation of HR practices based on industry standards and growth of the firm.
• Development and maintenance of HR Department Procedures Manual.
• Maintain company organization charts and employee directory.
• Lead other projects as assigned by the Office Administrator & HR Director.

Requirements

• 3-5 years of experience in Human Resources or related field.
• Strong knowledge in state, federal and local employment laws.
• Must be detailed oriented and highly organized.
• Must demonstrate high degree of confidentiality and discretion.
• Must be able to work independently without much supervision.
• Strong analytical and research skills.
• Strong written and verbal communication skills.
• Must be able to work additional hours outside of regular business hours as needed.