Human Resources Operations Specialist
Baker Botts

Job Info

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Baker Botts, a full-service, leading international law firm recognized for our understanding of the industries we serve, is seeking a Human Resources Operations Specialist to assist with the Firm’s Human Resources operations in Washington D.C. and New York. The purpose of this position is to assist in the coordination, collection, verification, and maintenance of East Coast employee records and information entered in the Firm’s H.R. systems, including new hires, terminations, employee status changes, time and attendance, yearly pay rate changes, and any other updates necessary to maintain compliance with all Firm policies, legal requirements, and operating standards. This position will also provide support to the East Coast administrative staff, as needed. This is a Firmwide, full-time, non-exempt position resident in our Washington D.C. office with excellent benefits.

Essential Duties and Responsibilities

The following functions and responsibilities represent the core of the Human Resources Specialist position. All tasks are performed in accordance to established Firm procedures or at the direction of the Associate Director of Human Resources.

Administrative

• Gather all paperwork and required authorizations for all new hires in New York and Washington D.C.; provide support on background checks; and send approval to hire when all paperwork is complete.
• Manage onboarding of all new hires in New York and Washington D.C. Verify new hire I-9 information to ensure that all employees are eligible to legally work in the United States, including tracking VISA/Alien documentation, monitoring expiration dates, requesting updated documentation when necessary, and filing I-9s in the proper binder.
• Process terminations in the Firm’s HRIS (UKG) for New York and Washington D.C. employees.
• Assist with Parking Enrollment and Travel Benefits.
• Provide timecard support to the New York and Washington D.C. Administrators. Including, PTO tracking and timecard approvals.
• Create, organize, and maintain electronic files for East Coast employees verifying that all information is accurate, current, and complete (i.e. personal information, emergency contact information, etc.).
• Prepare and send new hire validation reports and update records as necessary.
• Assist with daily audits of all entries made by Firmwide Human Resources and each of the Firm’s local offices in the Firm’s H.R. system to verify that all new hires, data changes and terminations are handled properly and timely according to Firm policies and procedures.
• Research and prepare weekly email for upcoming employee departures from the Firm.
• Verify that each employee’s termination has been completed in the Firm’s HR system and that all necessary paperwork has been received and distributed.

HR Operations

• Coordinate with individual offices/employees regarding all leaves of absence on the East Coast, i.e., paternity, maternity, extended leave, short-term disability, FMLA, etc.
• Assist in the creation and updating of HR Systems’ procedural manuals.
• Assist with year-end tasks, including annual reviews, salary administration, etc.
• Administer the Firm’s anniversary and appreciation day program for staff by tracking employee anniversaries and coordinating with the Firm’s anniversary vendor (Snappy).

Coverage

• Enter, maintain, and analyze data that the Firm uses specifically for lawyer and staff reports, including running and distributing the reports as needed.
• Maintain all staff records to reflect current job, department, transfers, etc.
• Prepare monthly headcount reports for Firm Management.
• Enter and maintain records of all lawyers working a reduced hours schedule and providing reports as necessary.
• Assist in entering yearly pay rate changes in the Firm’s H.R. system and validating the entries.
• Troubleshoot problems with employee records in the Firm’s H.R. system.

Miscellaneous

• Submit firm expense payments to Financial Services through the Firm’s accounting system.
• Perform other functions and duties as assigned by the Firmwide Human Resources Manager, Associate Director, Employee Relations, and the National Director of Office Operations.

Core Competencies

• Strong communication skills, both oral and written;
• Strong work ethic and ability to maintain strict confidentiality;
• Ability to work well with internal and external clients;
• Strong organizational skills, problem solving skills, and attention to detail; and
• Customer service focused.

Qualifications

• Some college required; four-year degree preferred.
• Minimum of 3 years HR experience in a professional services environment.
• Knowledge of Human Resources procedures and regulations.
• Advanced technical skills, including proficiency in Microsoft Office Suite, and advanced Excel skills; understanding of database management.
• Ability to manage employee data utilizing an automated Human Resources Information System (HRIS), UKG experience preferred.
• Ability to gather data, compile information, and prepare reports.
• Ability to use independent judgment.
• Ability to analyze data.
• Must exhibit strong interpersonal skills and patience to maintain effective relationships with co-workers and employees.
• Must be a successful team player.
• Must be able to work in a multi-task environment using planning and prioritization skills to manage workload in a fast-paced environment.
• Some overtime and availability on weekends is required.
• Ability to work substantial overtime during peak hiring periods, i.e., Summer Associates (March through May), Fall Associates (September through November), Year-End, and other times as required.

Physical Demands

• Position requires light to moderate physical activity including handling of average-weight objects up to 10 pounds and may require the handling of average weight objects up to 20 pounds.
• Position requires standing and walking.
• Position requires extensive use of a computer with prolonged periods of sitting.
• Position requires one-on-one telephone contact with both internal and external callers.

Working Condition and Environment

• Work is normally performed in a typical office environment.
• Job tasks may require more than 37.50 hours per week, including flexible work hours and availability on weekends.
• This role may be hybrid and will require a minimum of three days per week (or at least 60%) present in the office, and up to two days per week (40%) may be performed remotely.
• Must be able to perform essential duties of the position with time constraints and frequent interruptions.
• Ability to work well in high pressure environments.

If this position is based in the Washington D.C. office of Baker Botts L.L.P., the salary range is $36.80 - $55.20/hr.

Baker Botts L.L.P. is an equal opportunity employer and considers all qualified applicants for employment without regard to race, color, gender, sex, age, religion, creed, national origin, citizenship, marital status, sexual orientation, disability, medical condition, military and veteran status, gender identity or expression, genetic information or any other basis protected by federal, state or local law.

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