Human Resources Specialist

Katten•New York, NY

9d•$80,000 - $95,000•Onsite

About The Position

Reporting to the HR Manager, this role will provide tactical and administrative support to the HR, Talent Management, and Benefits teams. This role involves collaborating across departments to implement HR initiatives, streamline processes, and ensure compliance with company policies and employment laws. The HR Specialist is expected to maintain professionalism and strict confidentiality at all times.

Requirements

High school diploma or equivalent (College degree preferred) and four (4) or more years progressive Human Resources experience preferably in a large legal or professional services firm; or equivalent combination of education and experience.
Prior experience and working knowledge of an HRIS, performance review platform, and employee benefits database highly desired. Working knowledge of federal, state, and local employment laws and HR compliance requirements preferred, with the ability to apply policies and procedures consistently.
Strong computer and technological skills including proficiency in Microsoft Office (Word, Excel, etc.).
Excellent interpersonal, verbal, and written communication skills. Ability to communicate with courtesy and diplomacy, efficiently follow written and verbal instructions, provide information, and maintain effective relationships with a diverse group of attorneys, clients, staff, interns, and outside contacts.
Exhibit high degree of initiative and strong analytical skills, with keen attention to detail and accuracy, enabling the identification of process improvements and the effective tracking and validation of HR data from multiple sources.
Ability to effectively manage multiple competing priorities, meet deadlines, and adapt to changing demands in a fast-paced environment while maintaining accuracy and attention to detail.
Ability to work discreetly with confidential information and situations. Ability to respond effectively to the most sensitive inquiries or complaints. Proactive with excellent troubleshooting, problem resolution, and follow-through skills.
Excellent organizational skills including record keeping, data collection, and system information. Ability to compile and analyze data and furnish information in report format, written correspondence, e-mail, or verbally.
Dependable team player who works collaboratively and cooperatively with others in a team-oriented environment. Ability to act independently and make decisions within scope of the position’s responsibilities.
Ability to operate standard office equipment including computer, laser printer, telephone, photocopier, calculator, scanner, facsimile, etc.
Ability to occasionally retrieve and distribute files, written documentation, or office supplies weighing up to 10 pounds.
Work occasionally requires more than 35 hours per week to perform the essential duties of the position as stated above.
Flexibility for occasional travel to other offices as needed.
Regular, 5-day a week on-site, and predictable attendance is an essential requirement of this position, including after hours, weekends and holidays, if needed.
Essential functions are primary job duties that an individual must be able to perform successfully with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Responsibilities

Assist in coordinating and executing various HR projects such as policy updates, electronic file conversion, process improvements, and system implementations.
Prepare reports and presentations for HR leadership on project progress and outcomes.
Maintain accurate documentation and project records.
Conduct periodic audits of the job description repository to identify outdated, incomplete, or inconsistent documents.Collaborate with HR Business Partners, managers, and department leaders to collect updated role information and job responsibilities.
Revise and update job descriptions to reflect current duties, qualifications, and organizational expectations.Standardize formatting, language, and structure to ensure consistency across all job descriptions.
Organize and maintain the repository within the HRIS or document management system for easy access and retrieval
Assist with preparation and scheduling for annual business professional performance review cycle.
Prepare and distribute review instructions, timelines, and supporting materials.
Send reminders, instructions, and updates to employees and evaluators.
Respond to employee and manager inquiries about review steps, tools, and deadlines.
Track completion of performance evaluations and follow up when needed.
Help maintain and organize documents, templates, and performance review materials in the HRIS system (ViDesktop).
Assist broader HR team with new hires by helping to coordinate onboarding schedules, orientations, and first-day logistics.
Assist with setting up system access, equipment requests, and workspace preparation.
Contribute to regular reporting on exit interview trends, including recommendations for process, culture, or policy improvements.
Update HRIS records, finalize required forms, and manage file closure or archiving.
Coordinate with IT, Payroll, and other departments to ensure offboarding tasks are completed on time.
Support communication of next steps to departing employees and their managers.
Maintain digital and/or physical personnel files in an organized, secure, and confidential manner.
Upload, index, and update documents in the HRIS or document management system.
Support HR Managers in ensuring compliance with labor law posting requirements by monitoring and maintaining current federal, state and local notices and posters across all offices.
Maintain and organize the Human Resources Intranet webpage, ensuring all information is accurate, current, and easy to navigate for business professionals and attorneys.
Provide administrative and tactical support on talent management initiatives, including performance management, employee engagement, and data analytics.
Maintain departmental trackers by accurately documenting employee status changes and notifying applicable team members.
Provide administrative support for employee relations-related tasks.
Provide tactical support to annual promotion and compensation processes.
Assist with the day-to-day administration of employee benefits programs (health, dental, vision, life insurance, disability, retirement plans).
Process new hire enrollments, changes, and terminations in HRIS and vendor systems.
Ensure timely and accurate updates to benefit records.
Support the planning, coordination, and on-site execution of healthcare fairs, flu shot clinics, and other HR sponsored wellness initiatives.
Respond to employee inquiries regarding benefits eligibility, coverage, and claims.
Provide guidance during open enrollment and assist employees with plan selections.