Human Resources Specialist

Thompson Hine LLP, an AmLaw 200 firm regularly recognized for our commitment to Innovation and Diversity, Equity and Inclusion, is currently seeking a Human Resources Specialist in our downtown Cleveland, OH office. This candidate will provide Human Resources support to all Firm personnel.

This position will be responsible for a variety of Human Resources areas, including but not limited to responding to general Human Resources related inquiries, records management, onboarding, and health and wellness.

JOB FUNCTIONS AND RESPONSIBILITIES

1. Serve as the primary contact for the HR helpline (i.e., telephone and email box). Seek out answers to questions, either through research or consultation with other department members, and respond to incoming inquiries within a reasonable amount of time.

2. Track and monitor accurate completion of new hire paperwork. Maintain accurate records of paperwork received. Team with Talent Management personnel to ensure all applicable paperwork is collected for lawyer personnel.

3. Conduct new hire orientations for all Firm personnel. Maintain and update presentation as needed.

4. Continuously search for updates to New York and Washington, DC labor and employment law. Alert the Senior Human Resources Manager of upcoming changes and recommend a course of action.

5. Update the Firm’s electronic records management system. Accurately categorize new and incoming personnel documents for filing to employee records within the system. Conduct audits for missing paperwork. Transfer files for terminated personnel into the system.

6. Organize logistics related to the Firm’s manager/supervisor training program. Responsible for items such as, but not limited to conducting surveys to identify training needs, providing training proposals to Senior Human Resources Manager, and scheduling/coordinating execution of training sessions. Team with department heads to schedule/coordinate training for their departments when requested. May be asked to participate in trainings, as needed.

7. Complete new hire I9 forms accurately and in a timely manner. Ensure the Firm remains in compliance with published regulations. Track expiring visa documentation and complete re-verification when appropriate.

8. Oversee wellness discounts relative to the reduction of monthly medical premiums. Follow-up with new hires as necessary. Ensure information is passed onto the appropriate parties for processing.

9. Partner with the Benefits Administrator in managing the Firm’s health and wellness plan.

10. Ensure onboarding process for new hires was successful by reviewing and responding to feedback from 30, 60, and 90-day onboarding surveys. Implement process changes when needed. Identify and implement enhancements to the onboarding and orientation processes as needed.

11. Team with managers to create job descriptions for new positions. Maintain job description listings on the portal by ensuring only active job descriptions are posted. Periodically review job descriptions to ensure they are accurate and up to date.

12. Manage the Firm’s Service Awards program, working closely with employees, office managers, supervisors, and the program vendor. Prepare service award budget on an annual basis. Send monthly upcoming milestone anniversary emails to supervisors. Send monthly term report to the vendor.

13. Partner with Benefits Administrator to create and distribute ACA forms. Ensure Firm remains in compliance and ACA reporting requirements are met.

14. Assist with annual open enrollment activities, including system testing.

15. Conduct monthly leave of absence reconciliation to ensure time entries are accurate in the HRIS.

16. Distribute staff departure policy and checklists to departing employees and supervisors. Update policy and checklist as necessary.

17. Generate and distribute departure memos to personnel who are departing the Firm. Update memo contents as needed.

18. Review the Human Resources intranet pages to ensure all information is current and links are functioning as intended. Coordinate the updating of the pages when necessary.

19. Team with the Talent Acquisition Specialist in continuously reviewing the orientation and onboarding protocols and recommending and implementing updates as needed.

20. Back-up the Benefits Administrator on benefits related tasks.

21. Perform various other duties as assigned.

REQUIRED QUALIFICATIONS

Education, Training and/or Experience

1. Bachelor’s Degree required in a related field preferred, but not required.

2. Three years of Human Resources experience required, at least 5 years of experience preferred.

3. Must be proficient in Microsoft Word. Advanced knowledge and proficiency of spreadsheet development and Microsoft Excel. Knowledge of PowerPoint.

Knowledge, Skills, and Abilities

1. Confidentiality: Handles all matters confidentially.

2. Attention to Detail: Exhibits strong attention to detail when completing work.

3. Communication: Performs effective, honest, and timely written and verbal communication. Takes audience needs into consideration when speaking. Listens to gain understanding. Communicates well with all levels of the firm including employees and partners. Presents ideas in a thorough, understandable, and detailed manner.

4. Organization: Organizes workload and sets priorities accordingly. Ability to understand priorities and conduct job with minimal direction. Able to manage multiple tasks at the same time. Completes tasks on time.

5. Customer Service: Strives to answer questions in a professional, timely, pleasant, and accurate manner. Ability to work with, cooperate with and develop positive working relationships between various departments, firm personnel, and clients. Strives to go above and beyond the call of duty to satisfy internal and external customers. Ensures customer’s needs are met. Maintains a sense of humor.

6. Quality: Completes duties in a timely and accurate manner. Seeks to obtain answers to questions. Produces high quality work. Strives to perform work in the most efficient way possible. Knows where information resides. Accepts accountability for performance and actions.

7. Teamwork: Contributes to team objectives. Maintains effective working relationships with others. Adaptable. Seeks to offer assistance to others. Keeps other members of the team informed. Shares knowledge across firm boundaries.

8. Interpersonal Skills: Possesses interpersonal skills necessary to communicate and follow instructions effectively from a diverse group of employees. Demonstrates a team player attitude and emotional maturity.

9. Analytical Ability: Analyzes various situations, recognizes potential problems, generates alternative solutions, and reaches resolution. Seeks relevant information for use in problem solving and decision-making. Uses sound logic and creativity to develop alternative solutions and recommendations. Shows willingness to use or consider non-tradition or best practice methods. Improves existing practices.

10. Innovation/Change: Recognizes opportunities for automation and improvement. Leads change efforts. Makes recommendations for change, which may result in greater efficiencies or cost savings. Recognizes and acts on opportunities to eliminate duplication and streamline activities.

11. Leadership: Thinks strategically and aligns HR practices with business needs. Strives to recommend and implement best practices. Makes sound decisions after appropriate evaluation of input or information. Brings knowledge and experience into decision making. Monitors and evaluates ongoing performance and results of others. Actively seeks to develop others’ skills and talents by providing constructive feedback, coaching, training, and alternative work assignments. Creates a positive, productive, and cooperative work environment. Serves as a role model for others.

12. Relationship Building: Networks to develop relationships with internal and external clients. Values differing needs and viewpoints.

13. Planning: Produces detailed work plans in which objectives are clearly defined. Anticipates problems and adapts plans when necessary to accommodate changing priorities. Formulates plans to support the strategic objectives of the firm.

14. Attendance: Regular attendance and punctuality are essential functions of this job.

15. Tasks: Ability to handle tasks under pressure.

16. Work Schedule: Ability to adjust work schedule to work other hours, as required.

17. Location and Schedule Hours: This position requires the employee to work at a specified location and hours determined by the Manager for the benefit of the department and firm. Changes to the location and/or scheduled hours must be approved by the Manager.

Thompson Hine LLP is an Equal Employment Opportunity Employer that offers competitive wages, a robust benefits package, and employee discounts.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Monday to Friday

Ability to Relocate:

• Cleveland, OH 44114: Relocate before starting work (Required)

Work Location: Hybrid remote in Cleveland, OH 44114