This non-exempt position assists with a variety of administrative activities related to the Human Resources function. The incumbent will provide support to the Human Resources Department including but not limited to scheduling, recruiting activities, benefits, file maintenance, data entry, reporting, and special projects as needed.
Essential Duties
- Maintain, secure and audit personnel files, background checks, I-9s and other employee records to ensure accuracy and compliance with state and federal employment laws.
- Coordinate staff new hire orientation, including but not limited to confirming participants, scheduling sessions, maintaining presentation materials, and coordinating with presenters.
- Coordinate with other staff departments to obtain appropriate documentation for the completion of new hire paperwork, changes, and terminations.
- Manage the Firm newsletter, including but not limited to obtaining articles, organizing content, and creating and distributing the newsletter monthly by the deadline.
- Assist with staff appreciation activities, including managing the new hire welcome cards and monthly birthday cards processes and assisting with the coordination of staff appreciation events, holiday party/reception, and tenure awards as needed.
- Assist with the recruiting process, including but not limited to posting positions, scheduling interviews, ordering background checks, and reporting on the status of open positions.
- Process invoices and ensure that invoices are accurate and coded with the appropriate accounting information.
- Assist in managing the 30 and 90 day new hire review processes, including but not limited to sending invitations, follow up and tracking completion.
- Make recommendations for process improvements within the HR Department to increase efficiencies.
- Schedule conference rooms and equipment for meetings, seminars, and training events.
- Maintain and distribute standard and ad hoc reports for the HR department.
- Assist the HR Coordinator with managing the HR operations process for the summer/fall associates program.
- Assist with the maintenance of employee and attorney handbooks, organizational charts, and other resources on the Firm portal.
- Research and stay abreast of Federal and State laws to make recommendations and ensure compliance in handbooks and office postings.
- Ensure department Quick Reference Cards (QRC) are written, updated and/or assigned, and maintained for all team functions.
- Perform data and file audits within the HR department to identify errors for correction.
Other Duties
Serve as back-up to the HR Coordinator.
Assist with HR special projects as needed.
Perform other related duties as needed or assigned.
Reporting Relationship
The Human Resources Assistant reports directly to the Manager of Staff Learning and Development with a dotted line to the Director of Human Resources.
Qualifications
Knowledge/Experience
The Human Resources Assistant should possess two or more years of general office and/or human resources experience with at least a basic understanding of the human resources field. Prior experience working with Workday is highly desirable.
Skills
The Human Resources Assistant must possess a basic understanding of the human resources disciplines and operations and must be able to work in a fast-paced environment. Must be computer literate and have advanced Microsoft Office (Word, Excel, PowerPoint, and Outlook) skills. The incumbent must be detailed, organized, professional, and service-oriented with excellent oral and written communication skills. Must be able to multi-task and prioritize and must work well both independently and as a part of a team.
Education
Bachelor’s Degree with a concentration in Human Resources, Business Administration, or other related field is highly preferred. PHR certification is desirable but not required.
Physical Demands:
Must be able to move around the office up to 20% of the time to make copies, fax, file, etc. Remains stationary at least 80% of the time. This position operates computers and other office productivity machines (e.g., fax machine, copier, printer, etc.) on a regular basis. Occasionally required to move documents or files weighing up to 20 lbs. This position requires constant communication and exchange of information with the Firm attorneys, clients and staff. This position must be able to analyze and observe information on a computer screen at least 75% of the time.
Working Conditions
Office Environment.
At Haynes and Boone, our people are the driving force behind our success. Because we value the role every individual plays in how we deliver exceptional legal services, we hire people who will contribute to our professional reputation, enhance client relationships and share in our success.
Haynes and Boone’s Dallas-North office serves clients throughout the Dallas-Fort Worth metroplex, nationally and internationally. Our office includes a large group of the firm's intellectual property and patent professionals, along with corporate, security, and technology law professionals. Our team members handle complex patent trial matters, including inter partes review proceedings before the U.S. Patent and Trademark Office, and many of our attorneys are nationally recognized in this area of law. Our Dallas-North lawyers also counsel clients in patent strategy, patent prosecution and portfolio management, licensing, and litigation. Our lawyers are recognized in publications such as the 2021 edition of The Best Lawyers in America (Woodward/White, Inc.) We are committed to having an inclusive workforce that reflects our communities, and we seek highly motivated lawyers and staff who value our culture of respect and teamwork. The new Dallas-North office is located in a mixed-use building with access to retail, restaurants and apartments at Legacy West in Plano – home to several national and global corporations.
