Human Resources Assistant

WHO WE ARE: 

Quintairos, Prieto, Wood & Boyer, P.A. is not the traditional law firm. We think differently, we act differently and we are different. We are the largest minority and women owned law firm in the country. The firm is comprised of exceptional lawyers and staff who all have unique and different backgrounds, experiences, personalities and ideas to guide the firm to success and address our clients’ needs. Diversity is at our core and is the foundation of our success. 

QPWB supports its staff with our dedicated training and resource center which is available at the time of hire and throughout employment with the firm. QPWB offers employees a professional and social environment where talented people with diverse backgrounds and skills come together to serve the interests of clients. The firm maintains a tightly integrated network of 30+ offices nationwide.

POSITION SUMMARY:

This is a junior-level position that works under the direction of the Human Resources Manager. This role supports the Human Resources Team with administrative and clerical duties and assists with managing workflows. This is a full-time position working in-person in the Miami office. 

PRIMARY DUTIES AND RESPONSIBILITIES:

• Assists HR Team with maintaining accurate and up-to-date electronic personnel and medical files including scanning, distributing, and organizing the electronic filing system on our HRIS. 
• Assists with new hire onboarding as needed, including preparing and distributing onboarding documents and tracking progress to ensure completion of required forms. 
• Ensures timely distribution of new hire welcome boxes and maintains and updates the tracking spreadsheet, ensuring accuracy and completeness. 
• Provides administrative and organizational support to Human Resources leadership, enabling effective time management, prioritization, and follow-through for deadlines, deliverables, and ongoing HR initiatives.
• Ensures Form I-9 completion, compliance and proper retention in accordance with federal requirements. 
• Owns the E-Verify process, including timely case creation, monitoring, and resolution. 
• Receives, reviews, and properly distributes any incoming mail and correspondence directed to the HR Department to appropriate employees. 
• Assists HR Team with mailing out payroll checks and any FedEx shipments as needed. 
• Assists HR Team with creating and editing forms, surveys, spreadsheets, announcements and other documents. 
• Assists with data entry and updates in HRIS and onboarding systems.
• Acts as a backup to assist with responding to basic employee inquiries and routing them to the appropriate team member.
• Provides clerical support for audits, compliance reviews, or internal requests. 
• Assists HR Team with clerical functions related to the offboarding process.  
• Performs other duties as assigned. 

REQUIREMENTS:

• Demonstrated proficiency with Microsoft Office applications. (Word, Excel and Outlook).
• Advanced Microsoft Excell skills a plus.
• Ability to maintain confidentiality at all times.
• Critical thinking skills, decisive judgment and the ability to work with minimal supervision. 
• Excellent organizational skills and attention to detail 

REQUIRED WORK EXPERIENCE:

• Minimum of 1 year of HR experience preferred.  Law Firm experience is a plus, but not required.

EDUCATION:

•  Some college coursework required. 

Physical Demands

This position is considered to be mostly sedentary and will require the employee to sit for extended periods of time. It will also require the employee to occasionally stand, walk, and reach with hands and arms. They may engage in bending, stretching, reaching and other motions in the course of a working day. They will be engaged in using office equipment and computers. They may engage in lifting supplies and materials up to 20 pounds from time to time. While performing duties of this position, the employee is regularly required to see, talk and hear. 

Working Conditions

This job is located primarily in an indoor office environment with varying noise levels. There may be varying degrees of temperature. The employee may be interrupted from time to time.

The above statements are intended to describe the general nature and level of work being performed for this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position. Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company. 

The above statements are intended to describe the general nature and level of work being performed for this job.  They are not intended to be an exhaustive list of all responsibilities and activities required of the position. The responsibilities outlined above are subject to change and may evolve as the firm's needs change.  Furthermore, this does not establish a contract for employment and is subject to change at the discretion of the company.  

QPWB offers equal employment opportunity to all persons without regard to race, religion, color, sex, age, national origin, ancestry, disability, genetic information, veteran status, marital status, parental status, sexual orientation, gender identity or gender expression status.

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