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Personnel Services Assistant

Position Summary:

Opportunity to contribute to HR  Department in the following areas:  benefits administration, employee relations, training, performance management, onboarding, policy implementation, recruitment/employment, affirmative action and employment law compliance.  

We are an equal opportunity employer.  Women and minorities are strongly encouraged to apply.  

Specific responsibilities include but are not limited to assisting with

  • Attorney recruitment, including posting job openings, entering applicants into database (Lawcruit), creating applicant files, scheduling interviews, coordinating review of applicants' materials, confirming bar admissions and conflict checks.
  • Secretarial recruitment, including posting job openings, tracking applicants, creating applicant files, scheduling interviews, administering testing, background checks and conflict checks.
  • Recruitment for other departments including, job posting, background checks and conflict checks. 
  • Facilitation of in-house legal training, including but not limited to:  maintenance of legal training calendar; drafting and circulation of save-the-dates and invites; tracking RSVP's; preparation of sign-in sheets, evaluation forms and certificates; coordination with Office Services and IT Services regarding room set-up, catering and technology needs.
  • Assuring Porzio's compliance with New Jersey CLE requirements; assist with organizing CLE materials, including sign-in sheets, evaluation forms and certificates.
  • Coding, check requests and invoices.  Maintain good records of each. 
  • Administrative needs of team members including scheduling meetings, filing, record keeping, and any other support as needed.
  • Daily check reconciliation process.
  • Assist with coordination of new hire orientation, including but not limited to: preparation of orientation schedules, preparation of new hire packets, preparation of orientation materials, preparation of 401(k) benefits packages and touring new employees.
  • On-boarding functions, including: updating InterAction, ADP, personnel birthday calendar and creating personnel files.
  • Assist with coordination and planning of internal and external firm functions.
  • Assist with evaluation process for firm personnel. 
  • Payroll functions and employee benefits programs.
  • Planning and coordination of training and personnel development programs.
  • Planning and organization of firm-wide pro bono, charitable giving and community service efforts and programming.
  • Coordinating reception and secretarial coverage.
  • Special projects as needed.
  • Perform conflict searches to ensure avoidance of conflicts of interest.
  • Provide assistance with Reception functions, including efficient managing of telephone calls and messages, visitors and deliveries.

 

Position Skills and Requirements:

  • A Bachelor's Degree in Human Resources or related field.
  • One to three years of experience working in Human Resources in a professional services organization.
  • Strong written, oral communication, interpersonal and leadership skills.  
  • A solid understanding of good writing – sentence structure, thought completion, grammar rules.
  • Fluency with Microsoft Office suite.
  • Ability to meet project deadlines, work well under pressure and handle multiple priorities.  
  • Attention to fine detail is a must. 
  • Self-starter with flexibility and adaptability to changing work priorities, work flow and work assignments.
  • Experience with ADP Workforce Now is a plus.
  • Exposure to personal information requires confidentiality, discretion, good judgment and integrity.
  • Flexibility in daily work schedule to meet firm's needs during periods of heavy workloads.
  • A valid driver’s license or ability to transport oneself to off-site meeting locations independently of mass transit, if necessary.