Job Title: Human Resources & Legal Assistant

Reports to: Director of Human Resources & General Counsel

Job Summary

The Human Resources & Legal Assistant provides high-level administrative support to the Director of Human Resources, Human Resources Generalist, General Counsel and SOA employees in the day-to-day administration of: benefits and compensation, recordkeeping, performance management activities, recruitment and selection, training and development, legal services and employee communication. Exhibits exceptional customer service skills in meeting the transactional human resources needs of all employees.

Essential Functions

• Enters and maintains accurate data in the HRIS. Maintains strict confidentiality of information.
• Maintains employee records by processing employee status changes in a timely fashion.
• Prepares paperwork required to place new employees on the payroll and establishes the personnel file.
• Conducts new employee benefits orientations. Counsels employees on plan provisions.
• Coordinates all aspects of new hire orientation with necessary departments. Prepares orientation folders and schedule.
• Processes monthly billings from insurance providers. Reviews billings for accuracy, resolves discrepancies with carriers.
• Manages annual open enrollment period during fourth quarter of each year. Arranges for distribution of materials from carriers, assists with communicating changes to employees. Arranges onsite representation by providers. Processes changes within deadlines.
• Maintains personnel files in compliance with applicable legal requirements.
• Assists in the recruiting process by placing ads, scheduling interviews, administering tests, preparing and mailing employment offer packets.
• Prepares reports related to EEO compliance, OSHA and other compliance related reports.
• Administers FMLA leave, short term and long term disability leave programs.
• Assists in the training and development of staff by coordinating meeting rooms and times, preparing materials, ordering lunches etc.
• Coordinates the continuing education program. Tracks CE dollars used, prepares reports and sends approval letters.
• Prepares and composes correspondence, spreadsheets, presentations etc.
• Assists Director of Human Resources with various special projects.
• Opens and maintains legal files on all legal matters and maintains and matter management system (Excel); extracts periodic reports on the status of legal matters.
• Assists the General Counsel in tracking and managing workflow and communicating with organizational clients and outside counsel on pending projects.
• Assists General Counsel with correspondence and with scheduling meetings and conference calls with internal and external constituents (clients, committees, outside counsel and others.)
• Reviews invoices from outside counsel and enters all billings–by matter–in Legal Expense Tracking spreadsheet.
• Assists General Counsel in the preparation of reports and presentation materials for the Board of Directors, Leadership Team and other groups.
• Assists the General Counsel with special projects.

Non Essential Functions

• None identified

Education and Experience Required

• Associate's degree in a related field or equivalent experience.
• 3-5 years in a similar role in a human resources environment.
• Basic knowledge of applicable labor laws and human resources practices.
• Comparable experience in benefits administration is required.
• Prior experience supporting a legal department or function would be desirable.
• Extensive knowledge of office automation programs. (Word, Excel, PowerPoint, Outlook)

Knowledge, Skills and Abilities

• Attention to detail in composing, typing and proofing materials.
• Ability to prioritize projects and meet deadlines.
• Ability to maintain a high level of confidentiality.
• High level of interpersonal skills to handle sensitive and confidential situations and documentation.
• High level of professionalism and customer service orientation.

Work Environment (environment and atmospheric conditions commonly associated with the performance of the functions of this job.)

• Basic office environment.

Supervisory Responsibilities and Coordination

• None identified.

Job Related Contacts

• SOA staff and leadership.
• Outside vendors.

Equipment used to perform the job

• Standard office equipment
• Personal computer and printer

Physical Abilities

• Must be able to self ambulate.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees may be required to follow other job related instructions and to perform other job related duties as requested, subject to all applicable state and federal laws. Certain job functions described herein may be subject to possible modification in accordance with applicable state and federal laws.

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