Job Description

GENERAL SUMMARY : Under general supervision and according to established policies and procedures performs a variety of duties. Maintains confidentiality of Firm business, human resources and payroll details. Performs backup payroll duties and supports general HR functions. Oversees all benefits monthly billings and addresses discrepancies that occur between the benefit vendors and employee records.

ESSENTIAL DUTIES AND RESPONSIBILITIES: "Essential functions" are primarily job duties that incumbents must be able to perform unassisted or with some reasonable accommodation made by the employer. Able to work extended hours as need to meet the demands of the job.

• Backup to the payroll and benefits administrator assisting with reviewing time entries, updated contact information, assist with changes to benefits, respond to employee inquiries related to payroll and benefits insuring professionalism and confidentiality.
• Uses initiative and judgment in supervisor’s absence to see that all calls, mail, and emergencies are taken care of in a responsible manner.
• Prepare and submit monthly census reports in a timely and accurate manner.
• Prepare new file folders for new year.
• Assists with annual benefits open enrollment process.
• Assist the accounting department by recording daily check receipts, maintaining a spreadsheet log, and making copies for records.
• Coordinate monthly birthday and anniversary celebrations by scheduling calendar invites, purchasing desserts/fruit, and ensuring event details are managed.
• Carries out miscellaneous duties as they arise, including various analysis projects.
• Assist the benefit administrator directly with annual compliance and open enrollment changes.
• Maintains administrative files for both payroll and benefits.
• Responsible for CLE Compliance scheduling and tracking.
• Ensure all attorneys remain in compliance with the Dallas Bar Association and State Bar of Texas requirements, including tracking CLE credits, dues payments, and license renewals.
• Responsible for approving and tracking all miscellaneous bar, district, and specialty dues.
• Update firm directory.
• Assist the COO in preparing for quarterly partner meetings.
• Maintain accurate records of bar memberships and proactively manage deadlines to avoid lapses in compliance.
• Manage and track all notary commissions for firm employees, ensuring timely submission of renewal applications to prevent any lapse in certification.
• Maintain accurate records of notary expiration dates and provide advance reminders to employees regarding upcoming renewals.
• Create, coordination, and distribute the firm's monthly newsletter, ensuring content is engaging, informative, and aligned with company updates and initiatives.
• Lead planning and coordination of firm events such as staff meetings, office gatherings, and annual celebrations (Employee Holiday Luncheon, Retirement parties, Taste of Carrington, Staff Appreciation, United Way, and Scarring).
• Track and manage yearly campaign contributions and provide support throughout the United Way campaign period.
• Manage other event logistics including catering arrangements, setup, and breakdown of decorations.
• Manages security badges, maintain security badge records, and activate employee access badges.
• Order office supplies, beverages, and other firm necessities as needed.
• Source and order promotional swag items from various vendors.
• Prepare and assemble welcome swag bags for new employees to enhance their onboarding experience.
• Manage parking arrangements for new employees, maintain updated parking records, and organize reserved parking in designated areas.
• Coordinate weekly floral deliveries for the reception area.
• Arrange delivery of floral arrangements for employee and client milestones.
• Ensures birthday and anniversary cards are signed and delivered to employees each month.
• Manage reserved parking locations, process related invoices, communicate employee vehicle changes to parking garage, and assist staff with troubleshooting garage access issues.
• Assists with the collection and distribution procedure manuals updates, forms, etc.
• Collaborates with the recruiting manager to plan, coordinate, and organize summer associate events and activities.
• Purchase alcohol and food for weekly POETS happy hour events and collaborate with the EC member to celebrate different holidays by selecting and providing themed food items for the occasion.
• Responsible for reconciling petty cash and firmwide Regions corporate cards, ensuring accurate record-keeping and compliance with financial policies.
• Responsible for managing the firm’s annual events, including maintaining the published event calendar, sending out calendar invitations, and keeping the Committees firm list up to date and published.

Must be able to observe strict confidentiality of all Personnel and Firm related matter.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

1. Ability to read and write in order to produce routine office correspondence and forms, perform non-complex math calculations when verifying calculations on forms and documents and when maintaining records and files at a level normally acquired through two years of college or the equivalent.

2. Three to five years of experience in a fast-paced professional environment required, with the ability to quickly adapt and efficiently manage complex administrative tasks.

3. Organize and prioritize tasks and follow through to completion of project under time constraints without being reminded to do so.

4. Proofread typed material for grammatical, typographical and spelling errors.

5. Ability to use good judgment in performance of general administrative duties, as well as dealing with emergency situations that may arise.

6. Must type standard memoranda and correspondence, and the like, from rough drafts at a level of 60 w.p.m. as normally acquired through completion of course work in touch typing.

7. Ability to operate office equipment, including but not limited to computer (for extended periods), photocopiers and scanners.

8. Interpersonal and communication skills necessary in order to communicate with, and follow instructions effectively from a diverse group of clients, attorneys and staff. Ability to provide information with courtesy and tact by telephone, e-mail and written correspondence.

9. Work sometimes requires a high level of mental effort and strain when performing a high volume of clerical tasks and performing other essential duties. Ability to work under stress required.

10. Ability to retrieve and distribute files, written documents or office supplies weighing up to 20 pounds. Ability to retrieve and replace objects from shelves of up to eight feet high.

11. Work occasionally requires more than 40 hours per week to perform the essential duties of this position.

Note: We are not accepting resumes or referrals from agencies. If you are a recruiter, search firm or employment agency you will not be compensated in any way for your referral of a candidate, even if the firm hires the candidate.

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