Administrative Assistant Job at Phase2 Technology in Reno

About The Role

Summary

The position provides comprehensive administrative support across multiple departments, including Human Resources and Executive Administration. This role assists with day-to-day office operations, coordinates schedules, manages documentation, and supports various HR processes and executive administrative tasks. The ideal candidate will be proactive, adaptable, and capable of handling sensitive information with discretion. This dynamic position requires strong multitasking abilities, excellent communication skills, and a commitment to attention to detail, efficiency, and professionalism.

Essential Duties and Responsibilities

Note: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Human Resources Duties

• Champion a positive workplace culture and be an advocate for change initiatives.
• Organize and ensure all employee files are accurate, complete, and in compliance with state and federal laws. File or scan related documents as required to maintain compliance.
• Manage file retention efforts by following proper schedules to either preserve or purge documents and files.
• Perform confidential administrative support functions to ensure the successful operations of the HR department.
• Support the Division Training Coordinator role by tracking and entering all assigned and completed Division trainings in the GBCI system of record. Help enforce that all staff complete compliance courses by the deadline.
• Assist with the recruitment process as directed by the HR Director. Examples include preparation of onboarding paperwork and new hire checklists completion, process improvements and general support for hiring managers. May conduct reference checks and assist in pre-screening applicants. May be requested to participate in or conduct new hire onboarding meetings and recruiting events.
• Participate and organize employee engagement efforts and assist HR Director and Marketing with such efforts. Examples include organizing employee milestone events and assisting in maintaining and enhancing employee recognition platform.
• Administer the HBN logo wear program for new and existing employees.
• Understand the employee handbook and ensure compliance.
• Assist with the Health and Safety Coordinator role by: a) overseeing and managing the semi-annual first aid kit inventory/restock; b) overseeing and managing Spring Inspections as required by GBCI; c) managing the Ergo-Assessments process for new hires; d) assisting with the GBCI wellness program; e) other duties as requested.
• Engage in HR-related continuous improvement projects with a positive attitude.
• Other duties as assigned.

General Administrative Duties

• Act as first line of client support.
• Greet bank customers as they arrive; direct customer flow and escort customers to offices as needed.
• Answer incoming telephone calls for the general line and direct them to the proper personnel.
• Monitor and order supplies for the third floor and the breakroom.
• Track printer toner for the third floor and arrange service calls for copiers and printers.
• Prepare and send FedEx shipments as directed by the Administrative Officer.
• Other duties as assigned or requested.

Executive Administration Support Duties

• Prepare New Account letters.
• Maintain the events calendar in collaboration with Administrative Officer and Marketing Specialist.
• Perform additional ad-hoc duties as needed to support the successful operations of this department.

Other Job Functions

• Operate in compliance with all company policies and applicable laws and regulations (e.g., Title VII, FLSA, HIPAA, EEO, ADA, FMLA, NLRA, ADEA, OSHA, PFWA, FCRA, BSA/AML, OFAC, GLBA/privacy rules).
• Keep HR Director and/or Division President informed of area activities and any important problems or challenges.
• Participate in community service and bank-sponsored activities that support the mission and values of Heritage Bank of Nevada.
• Provide superior internal and external customer service with self-governance, courtesy, and respect for all customers and colleagues.
• Represent Heritage Bank of Nevada professionally, maintaining confidentiality, a positive attitude, good attendance, punctuality, and adaptability. Keep the work area tidy and maintain data privacy. Attend and participate in meetings as required.
• Additional duties as requested or assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• High school diploma or equivalent.
• 3 or more years of experience in an administrative/clerical environment.
• Intermediate to advanced knowledge of technology, including Microsoft Office (Outlook, Word, Excel, PowerPoint).
• Excellent verbal and written communication skills.
• Ability to manage a moderate to heavy volume of work and correspondence with strict confidentiality.
• Ability to work independently with some supervision and be team-oriented.
• Ability to multi-task and handle complex tasks with accuracy and strong attention to detail and organizational skills.
• Ability to manage stress and maintain composure in difficult situations.
• Consistency in applying policies and procedures; willingness to escalate issues to the HR Director as needed.
• Positive attitude and ability to maintain productive relationships with employees and clients.

Preferred experience

• Previous HR experience or HR education.
• Associate degree in business, HR, or related field.
• Prior banking experience.

Supervisory Responsibility

This position has no supervisory responsibilities.

Compliance with the Bank Secrecy Act and AML

The Bank Secrecy Act is intended to safeguard the U.S. financial system. All employees are expected to understand and comply with all aspects of the BSA and related policies. Employees who willfully violate the BSA may be subject to civil and criminal penalties and termination of employment.

Physical Demands

The physical demands described are representative of those required to perform the essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

This job operates in a professional office environment. It is an on-site position and requires routine use of standard office equipment.

Physical Requirements

Primarily sedentary work with occasional lifting up to 20 lbs. Requires regular computer use (approximately 6-8 hours per day) and the ability to access files, attend meetings, and interact with staff across departments. Occasional travel to branches may be required.

Mental and/or Emotional Requirements

Ability to work independently or as part of a team, plan and direct own work, follow written and oral instructions, communicate clearly, and maintain composure under deadlines and high accuracy demands. Must handle multiple priorities and maintain confidentiality.

Nothing in this position description restricts management's right to assign or reassign duties at any time. This description is not a contract or guarantee of employment.

What We Offer

COMPENSATION & BENEFITS: Starting salary is dependent on experience and location. Benefits include medical, dental, vision, life insurance, health savings account options, EAP, wellness program, retirement plan (401(k) with profit sharing), disability benefits, education/training benefits, and banking product discounts. PTO and holidays are provided, with accruals based on position and tenure. Utah and Nevada state holidays may be eligible. More details are on the company website.

We are an Equal Opportunity Employer. Qualified applicants will receive consideration without regard to race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, disability, protected veteran status, or any other category protected by law.

Glacier Bancorp, Inc. does not sponsor applicants for work visas. All applicants must be legally authorized to work in the US.

No recruiters or unsolicited agency referrals, please.