Human Resources Manager

Location: Washington, DC

Work Model: Hybrid. This is a high-visibility role, and the Human Resources Manager is expected to be physically present in the DC office initially, working on-site at least 3 days per week for at least 90 days, and then move to a 2-days-in/3-days hybrid status. As part of this role, traveling to the other office on occasion is also required.

You will report to the executive director and the executive committee

You will supervise all operations in the two offices and manage an administrative coordinator, a payroll and benefits specialist, both front-desk and administrative/marketing assistants, and all legal assistants.

This is an exempt role, with a salary range of up to $175,000, outstanding benefits, and a bonus.

Core Hours: 8:30 am-5:30 pm, Monday-Friday

This growing, mission-driven East Coast law firm, with approximately 85 lawyers and staff across 2 offices, specializes in representing clients worldwide, both non-profit and for-profit.  

The Firm seeks an experienced HR professional to manage the Firm’s administrative support roles, human resources, payroll functions, benefits administration, support staff professional development, and day-to-day staffing operations.

This is a senior-level position that will work closely with the Firm’s executive leadership to develop and implement key Firm- and office-level initiatives while fostering a collegial, productive work environment for all.

As the Human Resources Manager, you will manage and be accountable for delivering outstanding support to the Firm’s lawyers and clients, as well as for the smooth operation of the Firm’s offices. The candidate in this role will accomplish this via the day-to-day management and professional development of legal and administrative support staff across the Firm, including in the two East Coast offices, and for those remotely located throughout the United States, and will assist with office operations, the administration of business processes in line with firm policies, and collaboration with senior management and operational peers. In addition, they will manage and be accountable for theFirm’ss human resources function for all constituencies (partners, other attorneys, and staff) and the systems and personnel that support it. You will also manage benefits administration and wellness initiatives in collaboration with the Executive Director and the Executive Committee.

Responsibilities

Human Resources

• Manage the human resources function firmwide by adopting and maintaining appropriate business processes and systems and supervising the Payroll & Benefits Specialist.
• Participate in developing and implementing administrative onboarding processes and business operations training requirements for staff and attorneys joining the Firm.
• Manage requirements and delivery of all compliance training (relating to cybersecurity, anti-discrimination, labor laws, firm policies, etc.) firmwide and assist with the development of the Firm’s Diversity & Inclusion policies and program.
• Possesses knowledge of multi-state HR compliance requirements and implementation of the same
• Ensure that all new hires receive onboarding and basic office procedures/systems training.
• On an ongoing basis, review, revise, and implement firm policies that reflect and address firm needs and market trends, and assure compliance with requirements of employment law; enforce firm policies and procedures, and recommend changes for management consideration as appropriate.
• Explore practices, systems, and methods (including third-party applications) that can be adapted and/or adopted to drive greater operational efficiency and effectiveness while instilling a culture of continuous improvement.

Staff Management & Professional Development

• Develop and/or enhance the Firm’s Support Staff professional development program.
• Invigorate the support staff profile, role, and responsibilities within the Firm by proactively engaging with attorneys, other administrative department managers, and support staff to understand client-facing business practices and support needs; lead the support staff cohort and organize the delivery of administrative support to meet those needs.
• Supervise the day-to-day experience and performance of legal and administrative support staff, including assignments, workflow, workplace harmony, and time & attendance, and conduct monthly Support Staff Meetings.
• Manage the annual administrative staff performance evaluation process and compensation.
• On an ongoing basis, assess individual staff skills, evaluate performance, provide feedback, and collaborate with firm managers and requisite administrative personnel to develop training plans as needed.
• Recommend to the Executive Director and the Executive Committee about bonus and compensation increases.
• Complete, submit, and solicit compensation surveys as needed.
• Manage employee relations issues — grievance processing, coaching, discipline, verbal and written warnings, Performance Improvement Plans (PIPs), terminations, and file documentation.
• In collaboration with appropriate functional areas of the Firm: o Develop and implement substantive staff training curricula/programs.
• Develop learning solutions, including identifying internal personnel and external vendors as needed for staff training.
• Manage all aspects of the recruiting process for staff, including job descriptions, compensation planning, staffing agency relationships, job postings, and interviews.
• Collaborate with firm managers to ensure seamless, transparent work across both offices and functions.

Payroll and Benefits Administration and Wellness Initiatives

• Serve as a coach and mentor to the Payroll/Benefits Specialist.
• Manage administration and benefits: o Maintenance of personnel records and information.
• Delivery of timely and accurate payroll.
• Oversee benefits open enrollment; throughout the year, liaise with personnel regarding benefits offerings; ensure compliance with all government rules and regulations and reporting deadlines.
• Collaborate closely with the Executive Director and the Firm’s benefits broker, serving as a key benefits administration analyst and compliance expert, strategically recommending improvements on programs and initiatives for the betterment of the Firm and its employees.
• Manage the full cycle of benefits administration in collaboration with the Executive Director and in coordination with the Payroll/Benefits Specialist and theFirm’ss brokers.
• Maintain a strong working knowledge of labor and employment law and compliance requirements, including in states where employees work remotely (~10) and/or on state-paid benefit offerings (e.g., MA, DC, NJ, ME, etc.)
• Work with the Firm’s brokers and employment lawyer when needed to manage employment issues, TPA and HRIS processes, reporting, and compliance requirements.
• Develop and coordinate a wellness initiative program in collaboration with the Executive Director and the Professional Development Manager.

Additional Responsibilities

• Establish and implement policies and procedures to ensure the security of each office and its contents, including office access, fire and hazard prevention, and storage.
• Oversee Maintenance of plant, office equipment, furniture, and supplies, optimizing office equipment and office services offerings, and ensuring that vendors provide high-quality service on a timely basis (e.g., attendance to service calls).
• Assure organized and efficient reception and mail/courier services.
• Coordinate office events, client visits, and conference room conditions.
• Collaborate with operations leaders throughout the Firm to ensure consistent policies and service offerings across both offices.
• In collaboration with the Finance Manager, develop and monitor office expense budgets in the DC office (expense processing, etc.).
• Coordinate office safety processes through drafting/implementation of emergency procedures to include fire safety/building evacuation, use of/training on defibrillator/CPR devices.
• Coordinate ordering and delivery of firm gifts/acknowledgments.

Skills, Qualifications, and Experience Requirements

• A Bachelor’s degree with advanced or professional certification preferred (i.e., SHRM certification) required, or a Master’s Human Resources Management (or Organizational Psychology or similar field)
• 10+ years of progressive responsibility in Human Resources and/or Benefits Administration at a law firm required.
• 7+ years of progressive management/supervisory experience within a law firm or professional services firm required.
• Recent management experience in a small to medium-sized Firm is preferred.
• Working proficiency in HR systems/software, MS Office, and analytical tools.

Compensation and Benefits: Compensation is based on education, years of relevant experience, and the marketplace. Full-time employees work a 40-hour workweek during the Firm’s core business hours. The starting salary range for this position is $150,000 to $175,000 annually. Employees are paid bi-weekly on Friday. Exempt employees are provided with a comprehensive benefits package that includes access to Medical, Dental, Vision, Sick and Safe Leave, plus 12 paid Federal holidays with potential for 401(k) matching, Profit Sharing, and bonus potential. Employees accrue vacation starting at 20 days per year.

Physical Requirements

Availability: Physically able to work an 8-hour workday Monday-Friday, remotely, on-site, or in a hybrid mode; and if on-site/hybrid, commute regularly to the office with flexibility to work more than 40 hours as needed.

Verbal: Must be able to speak and communicate clearly, orally and in writing, in English with proficiency.

Seeing: Must be able to read, comprehend, and follow instructions on deliverables; and be adaptable to perform at a high functioning level under pressure using various types of media from hard copy to computer screens.

Hearing: Must be able to hear and clearly articulate to communicate with proficiency with all stakeholders.

Standing/Walking: Must be able to walk about throughout the day and pick up and deliver documents and/or materials as needed.

Climbing/stooping/kneeling: Must be able to reach, push, pull to obtain/pickup/place supplies, desk set-ups, etc.

Lifting/pulling/pushing/reaching: Must be able to lift 20 pounds to receive, move, and stock supplies or packages.

Fingering/grasping/feeling: Must be able to write, type, and draft documents using phone system and computer equipment.

Employment Eligibility and Equal Opportunity Employer: The Firm is an eVerify participant, whereby employees must attest to and provide documentation of their employment eligibility to work in the U.S., as required by USCIS. Upon acceptance of the job offer, the applicant understands that a background check must be completed satisfactorily before starting the position.