Glacier Ban is hiring: Administrative Assistant in Reno

About The Role

This position is responsible for providing comprehensive administrative support across multiple departments, including but not limited to Human Resources and Executive Administration. This role will assist with day-to-day office operations, coordinate schedules, manage documentation, and support various HR processes and assigned executive administrative tasks. The ideal candidate will be proactive, adaptable, and capable of handling sensitive information with discretion. This is a dynamic position that requires strong multitasking abilities, excellent communication skills, and a commitment to attention to detail, efficiency, and professionalism.

Essential Duties and Responsibilities

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 changing 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 to enforce that all staff complete compliance courses by the deadline.
• Assist with the recruitment process as directed by the HR Director. Examples of tasks 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 (birthdays, work anniversaries, retirement parties) and assist in maintaining and enhancing employee recognition platform.
• Responsible for administering the HBN logo wear program for new and existing employees.
• Responsible for understanding employee handbook and ensuring compliance.
• Assist with the Health and Safety Coordinator role by doing the following: oversee and manage the semi-annual first aid kit inventory/restock; oversee and manage the Spring Inspections as required by GBCI; manage the Ergo-Assessments process for new hires; assist with the GBCI wellness program; other duties as requested.
• Engage and participate 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 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 make 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

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

Other Job Functions

• Perform job functions in compliance with all company policies, federal and state rules, and regulations as applicable to the position, including, but not limited to Title VII, FLSA, HIPAA, EEO, ADA, FMLA, NLRA, ADEA, OSHA, PFWA, FCRA, BSA/AML, OFAC and GLBA/privacy rules.
• Keep HR Director and/ or Division President appropriately informed of area activities and any important problems or challenges.
• Participate in community service and bank sponsored activities that serve and support the mission and values of Heritage Bank of Nevada.
• Provide superior internal and external customer service: must demonstrate self-governance, courtesy, and respect toward external customers as well as internal customers (all organization personnel).
• Represent Heritage Bank of Nevada in a professional manner which includes a professional image, confidentiality, a positive “can-do” attitude, good on-site attendance, punctuality, flexibility and adaptability in meeting bank and customer needs. Keep 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. The requirements listed below are representative of the knowledge, skill, and/or ability required. 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 to include Microsoft Office products such as Outlook, Word, Excel, and PowerPoint.
• Excellent communication skills both verbal and written.
• Capacity to maintain a moderate to heavy volume of work assignments and correspondence.
• Ability to maintain strict confidentiality.
• Capability to work independent of daily supervision yet be team oriented.
• Ability to multi-task and handle complex tasks with accuracy and efficiently. Strong attention to detail and organizational skills.
• Capability for stress management and ability to maintain composure in difficult situations.
• Skilled at consistently applying policies and procedures and willingness to bring issues forward to the HR Director for direction when needed.
• Demonstrate a consistent optimistic attitude and maintaining positive and 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 Bank Secrecy Act and Anti-Money Laundering Program

The Bank Secrecy Act is intended to safeguard the U.S. financial system and the financial institutions that make up that system from the abuses of financial crime, including money laundering, terrorist financing, and other illicit financial transactions. The Board of Directors is committed to complying with both the spirit of the regulations and the letter of the law. All employees are expected to understand and comply with all aspects of the BSA and to perform their job duties in accordance with Bank BSA policies and procedures. Employees who willfully violate the BSA may be subject to both civil and criminal penalties and termination of employment.

Work Environment and Physical Demands

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This is an on-site position. Physical demands include primarily sedentary work with occasional lifting up to 20 lbs, and ability to climb stairs in emergencies. Routine computer use is expected (6–8 hours/day). Visual requirements include close, distance, color, peripheral vision, depth perception, and focus; travel to branches may be required.

Nothing in this description restricts management’s right to assign or reassign duties at any time. This job description is not a contract and should not be construed as a guarantee of employment for any period of time.