Reed Smith LLC is Seeking a HR Assistant

Reed Smith LLP

Job Description

Pittsburgh

Job Title:	Human Resources Specialist	FLSA Status:	Non-Exempt
Job Code:	Specialist III	Date Written:	01/04/02
Department:	Human Resources	Revision No.:
Reports To:	Senior Manager, Human Resources	Revision Date:	4/24/12
Schedule:	Regular Business Hours	Date Posted:	4/24/12

Position Summary

This position is responsible for the day-to-day functions for the Human Resources Department.  While maintaining a high level of confidentiality and under the supervision of the local Senior Human Resources Manager, the Human Resources Specialist will perform basic administrative duties relating to staffing, compensation, benefits, employee relations, and other special projects as assigned for the Pittsburgh office of Reed Smith with a customer base of approximately 400 partners/employees.  Working under the direction of the Senior Human Resources Manager, the duties include but are not limited to creating, preparing, and maintaining HR communications and new hire/termination paperwork, providing miscellaneous support services to the Administrative Management staff, interacting on a regular basis with other service departments (e.g., Payroll, Benefits, IT, Guest Services, Reed Smith University, etc.) and with HR employees in other offices.  Special projects such as designing presentations and forms, coordinating volunteer activities, developing programs and procedures, and conducting research efforts via the Internet and with professional organizations will also be required.

Essential Functions

Human Resources Field all incoming calls and greet visitors to the HR Department. Assist in the recruitment process, including but not limited to scheduling appointments, creating applicant files, administering testing, and conducting screening interviews. Liaison for interviews for staff positions in other offices, including but not limited to reserving conference rooms and video equipment, greeting and escorting candidates, and ensuring applications are completed and forwarded. Prepare and complete all pre-employment requirements and candidate correspondence (references, conflicts checks, login requests, offer and rejection letters, etc.) and maintain logs and databases. Coordinate the paperwork for new hires (arrival notices, orientation schedule, orientation packets, personnel/benefits files, personnel action forms), departures and changes in status. Schedule, coordinate and conduct New Employee Orientation, review paperwork with new hires, answer questions and provide follow-up as appropriate. Onboard contract employees including but not limited to working with staffing agencies, coordinating with supervising attorneys, clearing conflicts process, sending arrival and departure notices, working with IT and Facilities, maintaining roster information, completing orientation paperwork, taking identification photos. Create, maintain, and monitor intranet-based HR applications. Process timesheet approvals for submission to payroll including updating for scheduled/unscheduled absences and field questions related to web-based timecard system. Assist with bonus and rewards programs. Organize office sponsored events (seasonal celebrations, flu shots, blood drives, wellness activities, anniversary program, etc.).  Point-of-contact for weekly in-house massage program and Pittsburgh employee discount programs. Create and manage various office reports (contract/temporary employees, resume tracking, employee referral bonus, LOA, etc.). Assist in regular and ad hoc data requests including but not limited to timekeeping and time-and-attendance software, miscellaneous databases, and spreadsheets. Develop a baseline of HR knowledge (terminology and practices) through reading, networking, and formal education.  Attend monthly HR professional development meetings and various Reed Smith University courses. Perform clerical administrative support duties (typing confidential correspondence, copying, filing, mailings, distributing employee materials, off-site document storage, check requests, coordination of monthly bus passes, department calendar updates, etc.).   Develop relationships with vendors such as temporary agencies, caterers, wellness organizations, and other service providers. Provide administrative support as necessary for Reed Smith University which may include arranging conference rooms, rostering course participants, attending/assisting with classes, and other duties as needed. Respond to ad hoc requests from attorneys and staff. Miscellaneous special projects as needed and all other duties as assigned.

Other Responsibilities Prepare expense forms and check requests. Arrange conference rooms and catering, if applicable, for internal and external meetings (HR training, orientation, wellness seminars, EAP, RSU, etc.). Understand and become familiar with Firm mission, systems, policies, procedures, client services etc. in order to answer questions and address problems or concerns. Back-up Legal Recruiting Specialist and Legal Senior Recruiting manager for vacations, absences, and workload peaks.  Team with Firmwide HR and other local office HR personnel.

Requirements

Education:	College degree or some formal HR training preferred.
Experience:	Previous HR experience or internship and law firm or service environment experience a plus.
Skills:	Requires strong customer service orientation and organizational skills, excellent interpersonal and communication skills, good judgment, a professional demeanor, and the ability to provide an excellent first impression of the Firm.  Must work well with all levels of Firm personnel, establish effective working relationships throughout the Firm, and react to difficult situations appropriately.  Confidentiality is a must.  Must be highly motivated, creative, flexible, adaptable to change, and results-oriented.  Strong computer skills including knowledge of Microsoft Word, PowerPoint, and Excel.  Flexibility, accuracy, creativity, and attention to detail a must.  Excellent communication skills, both written and verbal.  Must have high degree of poise and professionalism when interacting with internal and external contacts.  Excellent prioritization and problem-solving skills.

Other

Supervisory Responsibilities:	None.
Equipment to be Used:	Must be able to operate computer and other office equipment such as fax, scanner, calculator, telephone, etc.
Typical Physical Demands:	Requires manual dexterity sufficient to operate standard office machines such as computers, fax machines, calculators, telephones and other office equipment.  May be required to walk to other Pittsburgh office locations as needed.
Typical Mental Demands:	Requires strong customer service orientation and ability to work in a fast-paced environment.  Requires the ability to multi-task and handle projects from various individuals.  Must also address diverse issues on a daily basis.  Must be able to handle stressful situations and interact with various personalities at all levels in the Firm.  Must be able to make judgment decisions and adapt to changing work situations.  Must be able to grasp and apply new ideas.
Working Conditions:	Occasionally called upon to work in excess of 40 hours per week or work through lunch, including attendance at occasional evening or weekend Firm-sponsored events.  Works in a typical office setting.

Please submit resume to:

Joanne Christopher

Reed Smith LLP

225 Fifth Avenue, Suite 1200

Pittsburgh, PA  15222

Fax:  412-288-3063

jobs@reedsmith.com

~ no phone calls please ~