HR Specialist

About the role The HR specialist serves a pivotal role in supporting recruitment efforts and broader HR function by delivering high-level administrative and operational assistance. This position is instrumental in driving efficient hiring workflows, maintaining smooth internal HR processes, and enhancing the overall employee experience. What you’ll do Talent Acquisition Drive full-cycle recruitment across departments, including sourcing, screening, coordinating interviews, facilitating feedback loops, and supporting offer processes, while ensuring alignment with firm hiring standards, timelines, and equitable practices. Manage and maintain the Rippling Applicant Tracking System (ATS), ensuring candidate workflows, statuses, documentation, and reports are accurate and current; proactively recommend system enhancements to the HR Director for approval. Partner with hiring managers and the HR Director to define role requirements, tailor structured interview processes, and maintain consistency across all recruitment activities. Schedule and coordinate interviews, manage candidate communications, and monitor interviewer feedback to keep the hiring process moving efficiently and professionally. Draft and maintain job descriptions, structured interview guides, and evaluation scorecards; submit all materials to the hiring manager and HR Director for review and final approval prior to use. Support employer branding and outreach by drafting job postings, managing listings across job boards, and contributing to campus recruitment, diversity hiring, and talent pipeline initiatives under the Director's direction. Conduct reference checks and initiate background screening processes in accordance with firm policy and applicable law. Assist with legal recruiting events, law school outreach, and summer associate program coordination as needed. Onboarding & Offboarding Coordinate all new hire onboarding logistics, including IT setup, workspace preparation, benefits enrollment, I-9 verification, system access provisioning, and new hire orientation scheduling. Prepare and distribute onboarding materials and welcome communications; serve as the new hire's primary HR contact during the transition period. Process offboarding documentation, coordinate exit interview scheduling, manage system access terminations, and ensure all separation-related tasks are completed accurately and on time. Maintain complete and compliant records for all onboarding and offboarding activity within the HRIS. HR Administration & Employee Records Monitor the HR shared inbox and respond to employee inquiries regarding policies, benefits, and general HR matters in a timely and professional manner; escape complex or sensitive issues to the HR Director as appropriate. Maintain accurate and compliant employee records in Rippling, including role updates, status changes, compensation adjustments, and onboarding data integration. Serve as a reliable resource for employees seeking guidance on HR policies, workplace concerns, and available resources, demonstrating professionalism and discretion at all times. Provide backup administrative support for HR operations during the HR Director's absence, serving as the interim point of contact for routine HR matters. Payroll Support Assist with timesheet collection and validation for all staff, including Virtual Assistants (VAs), ensuring entries are accurate and submitted before payroll deadlines. Identify and flag discrepancies in timekeeping records and coordinate with managers to resolve issues prior to payroll processing. Support payroll processing workflows in Rippling, including data entry, audit support, and coordination with Finance as needed. Benefits Administration Assist employees with benefits enrollment questions, plan comparisons, and life event changes; direct employees to appropriate vendor contacts when needed. Track and maintain records for leave of absence requests, including FMLA, state-mandated leave, and other approved absences, ensuring timely updates in the HRIS. Support open enrollment logistics and communications, including employee notifications, vendor coordination, and deadline tracking. Liaise with benefits providers on enrollment changes, billing discrepancies, and eligibility matters under the HR Director's oversight. Leave Management & Compliance Administer leave of absence processes in compliance with the FMLA, ADA, applicable state leave laws (including but not limited to California, New York, or other relevant jurisdictions), and firm policy. Track and coordinate team and attorney schedules to ensure appropriate coverage during planned and unplanned absences; update shared calendars and communicate coverage plans to relevant stakeholders. Review time-off requests for accuracy and policy compliance; maintain leave balances and ensure records are current in the HRIS. Stay current on federal and state employment law developments and alert the HR Director to compliance obligations, regulatory changes, or required policy updates. Support internal audits and compliance reviews by gathering documentation, preparing reports, and coordinating with relevant stakeholders. SOP & Performance Management Support Review, maintain, and update HR Standard Operating Procedures (SOPs) on a scheduled basis, flagging gaps or outdated content to the HR Director for revision and approval. Support performance management processes, including coordinating annual review cycles, tracking completion, and assisting managers with process logistics and documentation. Assist in drafting or updating Performance Improvement Plans (PIPs) under the HR Director's guidance, ensuring documentation is thorough, consistent, and compliant. Required Qualifications Bachelor’s degree in Human Resources, Business Administration, or a related field. 2-3 years of experience in an administrative HR support role, with strong exposure to recruitment, onboarding, and HR operations. Familiarity with HRIS platforms and a willingness to learn new systems and tools. Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace (Docs, Sheets, Calendar). Strong attention to detail, organizational skills, and ability to manage multiple tasks simultaneously in a fast-paced environment. Excellent interpersonal and written communication skills. Ability to handle confidential information with professionalism and discretion. Preferred Qualifications Law firm experience preferred but not required Multilingual or bilingual proficiency is highly desirable. Experience coordinating across teams and departments. Exposure to labor law basics and HR compliance procedures. The pay range for this role is: 80,000 - 90,000 USD per year (Los Angeles, CA) #J-18808-Ljbffr Bibiyan Law Group