Human Resources Coordinator

Human Resources Coordinator

Under the general direction of the Human Resources Generalist, and according to established firm policies and procedures, the Human Resources Coordinator is responsible for coordinating and administering a variety of human resources functions including, but not limited to compliance, benefit programs, timekeeping, Human Resource Information System ("HRIS") database, employee programming, onboarding and offboarding, employee records administration, employment verifications, and special projects as requested. The Human Resources Coordinator maintains professionalism and strict confidentiality in all client and firm matters.

The Human Resources Coordinator is located in the Los Angeles Century City office. Katten offers a hybrid work model, allowing the flexibility to work both on-site and remotely on a regular basis (KattenFlex).

Essential Duties and Responsibilities include, but may not be limited to, the following. Other duties may be requested and/or assigned. 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.

Employee Onboarding & Offboarding:

• Coordinate onboarding and offboarding activities for Business Professionals and attorneys firm-wide, including new hire orientation scheduling, onboarding communications, and separation processes. Assist employees with the completion of required employment documentation and ensure all onboarding and offboarding activities are completed accurately and timely.
• Complete Form I-9 verification requirements and maintain supporting documentation in accordance with federal regulations. Enter and maintain new hire, employee change, and termination information within the Human Resource Information System ("HRIS"), monitor onboarding progress, prepare new hire and termination communications, and coordinate exit documentation.
• Coordinate the ordering and delivery of new hire gifts.

Human Resource Information System ("HRIS") Responsibilities:

• Maintain the integrity and accuracy of the HRIS database through consistent review, entry, updating, and auditing of personal information changes, including personnel, organizational, and employment-related changes. Process employee data changes including address changes, office transfers, title changes, management changes, FTE updates, and other employment transactions.

Timekeeping Responsibilities:

• Support the Firm's timekeeping processes by reviewing Business Professional timecards for accuracy, completeness, and compliance with Firm policies and procedures in ADP. Ensure new hires are properly entered, monitor weekly timecard submission and approval status, follow up on outstanding timecards as needed, and serve as a resource for employees and managers regarding routine timekeeping questions and concerns.
• Prepare and distribute personnel change and leave-related notices to support accurate employee records and payroll administration. Coordinate with Payroll to ensure employee data is communicated timely and accurately.

Benefit Responsibilities:

• Assist employees with benefits enrollment using the HRIS database, including processing new hire enrollments and changes resulting from qualifying life events such as marriage, divorce, birth, and other status changes. Distribute benefits program information and literature.
• Track, input, and process COBRA insurance continuation program premium payments, maintain related records, coordinate communications with enrollees, and submit payments to Accounting for deposit.
• Assist with administration of the Mass Transit Benefit Program.

Employee Programs & Engagement:

• Support Human Resources-sponsored events and activities by coordinating communications, maintaining participation records, scheduling logistics, and providing administrative support to ensure successful program execution.
• Coordinate employee recognition and life-event programs, including employee announcements, new hire welcome initiatives, birth announcements, employee gifts, and other employee appreciation activities. Assist with wellness initiatives, including annual flu shot clinics and related communications.

General Responsibilities:

• Provide administrative and operational support to the Human Resources Department by responding to employee inquiries regarding HR policies, benefits, onboarding, timekeeping, employment verification, and general employment matters. Act as a liaison between employees and Human Resources, ensuring accurate and timely communication of HR-related information.
• Generate and distribute employee reports and HRIS data as requested. Maintain employee personnel files, supporting documentation, directory information, and related records in accordance with Firm policies and applicable record retention requirements. Prepare employment verification letters and respond to requests for verification of employment from employees and external organizations.
• Assure compliance by displaying appropriate posters and notices related to local, state, and federal regulations regarding FMLA, EEO, FLSA, ERISA, ADA, OSHA, etc. Assist with the administration and tracking of required employee training programs and compliance initiatives, maintain related records, and support regulatory reporting as requested. Facilitate Form I-9 compliance and provide administrative support for state-specific employment law requirements, including California wage and hour requirements for non-exempt employees.
• Process Human Resources department invoices and coordinate submission for payment. Assist with special projects and other related Human Resources duties as directed and/or assigned by the Human Resources Generalist.

Knowledge, Skills and Abilities:

• High school diploma or equivalent, bachelor's degree preferred, and 1+ years of progressive Human Resources experience preferably in a large legal or professional service firm, or equivalent combination of education and experience.
• Prior experience and working knowledge of an HRIS or employee benefits database (Fusion) and ADP Workforce Now (Time & Attendance) is highly desired. Familiarity and understanding of payroll, FMLA/STD/LTD and COBRA policies, as well as, employee benefits programs, and insurance/benefits terminology, and regulations is preferred.
• Computer proficient with working knowledge of Excel, Outlook, and MS Word preferred.
• 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 with excellent analytical skills requiring an aptitude for detail and accuracy to conduct detailed analysis of benefits and compliance information, assure the integrity of the HRIS database, update employee information in the HRIS database, and respond to benefits' inquiries.
• 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 perform mathematical calculations and apply mathematical concepts when computing, reconciling balances, and verifying numerical data, calculating figures for comprehensive benefits' programs, compiling statistical data, and preparing various human resources' reports.
• Possess exceptional knowledge of reading, writing, grammar, spelling, punctuation, proofreading, and formatting to interpret source data, perform data entry, proofread material for grammatical, typographical, and spelling errors, and perform file maintenance.
• 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 ten pounds.
• Required to work towards deadlines; must be able to work more than 37.5 hours per week.

In our Los Angeles Century City office, the annualized salary range for this position is $60,000 to $72,000. Actual pay will be adjusted based on experience and other job-related factors permitted by law.

We offer an outstanding benefit package which includes: medical/dental/vision, 401k with employer contribution, parental leave, transportation fringe benefit program, back-up care option, generous paid time off policy and long-term and short-term disability policies.

Katten will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of Article 9 to Chapter XVII of the Los Angeles Municipal Code.

Katten Muchin Rosenman LLP in an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.