Human Resources Assistant

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Title :

Human Resources Assistant

Location :

Los Angeles

Job Summary

Gibson Dunn is a leading global law firm, advising clients on significant transactions and disputes. Our exceptional teams craft and deploy creative legal strategies that are meticulously tailored to every matter, however complex or high-stakes. The firm’s work is distinguished by a unique combination of precision and vision.

Based in LA, you will be a Human Resources Assistant. The HR Assistant will be primarily responsible for supporting the department in a variety of HR functions. Key responsibilities include updating and maintaining all personnel related data in the HRIS system (PeopleSoft) and other related databases. Primary duties include  assisting with HR status changes and termination off boarding processes, personnel file maintenance, filing, maintaining data integrity, and assisting with special projects as needed.  In addition, you will assist carrying out various human resources programs and functions.

The role reports to the HR Assistant Manager.

Responsibilities include:

  • Entering and maintaining staff, attorney, partner and alumni information data in HRIS system (PeopleSoft) and other related databases.
    • Keeping track of received data and source documents including Personnel Action Forms (PAF’s), new hire paperwork, emails, etc.
    • Preparing, compiling, and sorting source documents and verifying accuracy of data to be entered in the systems.
    • Contacting originators of source documents to resolve questions, inconsistencies, or missing data or documentation.
    • Entering employee and partner data in PeopleSoft, CMS, viDesktop and other systems as required.
    • Developing audit reports and reviews error reports and enters corrections into the systems.
    • Preparing, distributing and maintaining PAF forms for personnel.
    • Auditing PAF forms to confirm updated employee data.
  • Providing back-up administration of the new hire process through the Onboarding site (SilkRoad) for all personnel firm-wide.
  • Assisting with background checks as needed.
  • Providing back-up to processing new hire forms and follow up on any missing information or missing forms.
  • Providing back-up review of all I-9 forms completed throughout the firm’s US offices to ensure forms are fully and accurately completed.
  • Establishing and maintaining active and terminated personnel files, I-9 and EDD forms, EEO binders, dead files list, and all other HR related documents. Maintaining location of files to ensure that they can be easily retrieved.
  • Maintaining filing for all HR related documents.
  • Providing back-up support to requests for verification of employment.
  • Facilitating the ordering of business cards .
  • Completing departmental check requests and maintaining file copies.
  • Running periodic reports to audit data entry, ensuring accuracy, and identifying any missing data.
  • Assisting with the department email account (not shared), responding to inquiries from staff, management, and attorneys from all offices.
  • Responding to inquiries regarding human resources policies, procedures and programs.
  • Acting as liaison for matters related to the day-to-day work flow and operations, between Human Resources and other core business units including Benefits, Payroll, Finance, IT, and Marketing.
  • Providing administrative support to the Assistant Human Resources Manager, Human Resources Manager and Chief HR Officer as needed.
  • Performing other duties as assigned or requested.

Qualifications

  • Capable of maintaining confidence of personal and highly sensitive information.
  • Strong attention to detail.
  • Critical thinking and sound judgment with ability to analyze and resolve problems.
  • Demonstrated high level of proficiency in Microsoft Word, Excel, Outlook and PowerPoint.
  • Demonstrated knowledge of general Human Resources practices and principles.
  • Excellent customer service skills, with a high level of professionalism, and ability to interface with all levels of staff and management.
  • Excellent written and verbal communications skills.
  • Knowledge of SharePoint desirable.
  • Strong organizational skills with ability to prioritize multiple tasks and priorities, while meeting deadlines of fast-paced environment.
  • Flexibility to work overtime and weekends, based on department needs is required.

Experience

  • A Bachelor’s Degree is required, preferably in Human Resources, Business or other related field.
  • One to two (1-2) years’ experience in a Human Resources department at a law firm or other professional services organization strongly desired.
  • Completion or ongoing pursuit of a Professional Human Resources certification a plus.
  • Experience with PeopleSoft Enterprise HRMS 9.0 or above with basic PeopleSoft query writing ideal.

Gibson Dunn will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of local law.

Compensation & Benefits:
The annual compensation range for this position is $55-65k. The salary offered within this range will depend upon qualifications and other operational considerations.
Benefits offered for this position include health care; retirement benefits; paid days off, including sick time, and vacation time; parental leave; basic life insurance; Flexible Spending Accounts; as well as discretionary, performance-based bonuses.

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GIBSON DUNN & CRUTCHER LLP IS COMMITTED TO THE PRINCIPLES OF EQUAL EMPLOYMENT OPPORTUNITY FOR ALL PARTNERS, EMPLOYEES AND APPLICANTS AND, IN ACCORDANCE WITH THE APPLICABLE FEDERAL AND STATE LAWS, DOES NOT DISCRIMINATE ON THE BASIS OF SEX, RACE, CREED, COLOR, RELIGION, MATRICULATION OR POLITICAL AFFILIATION, NATIONAL ORIGIN, ALIENAGE OR CITIZENSHIP STATUS, ANCESTRY, AGE, MARITAL STATUS OR PARTNERSHIP STATUS, FAMILY RESPONSIBILITIES, DISABILITY, MEDICAL CONDITION, PERSONAL APPEARANCE, GENETIC INFORMATION, PREDISPOSING GENETIC CHARACTERISTICS, SEXUAL ORIENTATION, MILITARY STATUS, STATUS AS A VICTIM OF DOMESTIC VIOLENCE, STALKING AND SEX OFFENSES, ARREST OR CONVICTION RECORD, OR ON ANY OTHER BASIS PROHIBITED BY LAW.