HR Operations Coordinator (Law Firm Experience)

SourcePro Search is conducting a search for a motivated and detail-oriented Human Resources Operations Coordinator with a Bachelor’s degree and at least two years of HR experience in a law firm. A solid understanding of federal and multi-state employment laws is required, and experience with Workday is a plus.
 
The ideal candidate is responsible for providing administrative and transactional support and coordination to our HR operation functions as detailed below.


What You’ll Do:

• Coordinate and maintain the tuition reimbursement program including approving employee submissions in our employee resource software and requesting the reimbursement check
• Coordinate and maintain the employee referral bonus program, including seeking approval for payment and submitting the request to payroll for timely payment
• Track firmwide jury duty time off and coordinate with payroll on deducting from salary any jury duty payments paid directly to the employee
• Process and record quarterly bonuses and tenure anniversary checks including requesting payments from payroll
• Respond to employee HR questions with professionalism and care. Questions may be direct from an employee or via the firm’s help desk ticketing system. Escalate questions appropriately to other HR team members, as needed
• Code spot award, outplacement and other HR invoices and send to accounting for processing
• Coordinate with HR operations team and HRIS team on biannual Workday releases and new feature testing
• Make updates to the firm’s HR department page and policy portal, as directed
• Process the e-verify portion of the I-9 for all new hires
• Upload all new hire photos to Workday and the firm’s HR portal
• Review and approve tasks in Workday for new hires including review of education data, language preference and confidential emergency medical health data
• Respond to all requests for employment verifications including creation of VOE letters
• Maintain employee discounts section on employee resource portal, including tracking, coordinating and requesting updates to the page by the Central HR team
• Review and approve all name changes in Workday and coordinate with local office on change form
• Coordinate with Central HR team members on updates to the virtual orientation handbook, orientation process/templates, confirmation forms, new hire checklist forms, and other HR forms as requested
• Enter volunteer, bereavement and NY prenatal time off for attorneys in Workday
• Audit and maintain Central HR department OneNote access ensuring accurate permission/security
• E-file all x/Change forms, office All-Hands emails and other emails received by HR in appropriate iManage folder
• Audit and organize Central HR department Worksite folders ensuring permission/security for workspaces are compliant and all correspondence is e-filed properly (may involve moving files and emails from a parent folder to specific sub folder)
• Draft memos and/or assist with DocuSign projects, as directed
• Generate and analyze reports from Workday, as directed
• Track and record all gift cards issued to employees in Workday
• Organize and maintain vendor solicitations folder in iManage
• Coordinate special projects with HR Leadership, as needed
• Assist with all aspects of wage notices in required states, as directed
• Assist with notary program maintenance as requested
• Conduct market research on peer firm job postings, as directed
• Assist with Workday data entry projects, as requested
• Act as backup to assist with recruiting administrative tasks, as needed
• May assist with immigration or travel services administrative projects
• Act as backup to HR operations personnel or Central HR team members if needed, including backup to HR Executive Assistant, as needed
• All other duties as assigned or required

 
 
What You’ll Bring:

• Bachelor’s Degree
• 2+ year’s previous HR experience

• Presentation experience, including graphics skills, PowerPoint knowledge and video presentation skills
• Knowledge of employment law (federal and various states)
• Previous Workday experience helpful

• After orientation, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required

• Must be able to maintain absolute confidentiality regarding department information
• Ability to handle multiple tasks quickly and efficiently
• Excellent prioritization and organizational skills
• Must be quick to respond and turn tasks around in a timely manner
• Strong analytical skills with an aptitude for math.
• Excellent attention to detail
• Ability to function in fast-paced hectic environment while still producing error-free work
• Excellent communication (verbal, email and writing) skills
• Professional demeanor
• Ability to interact and work well with vendors and co-workers of all levels and personalities
• Strong problem-solving skills
• Proactive nature