Administrative Assistant

Summary

DUTIES AND RESPONSIBILITIES:

POSITION SUMMARY

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 THE 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.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 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. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Must be able to routinely perform work indoors in climate-controlled shared work area with moderate noise. This is an on-site position.

Physical Requirements

Performs primarily sedentary work with limited physical exertion and occasional lifting of up to 20 lbs. Movement throughout the office is necessary to access files, attend meetings, and interact with other departments. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to stand; walk, climb or balance; and stoop, kneel, crouch, or crawl. Requires the ability to climb and descend stairs in emergencies or when elevator is unavailable. Routine use of computer is expected, with typical computer use averaging 6-8 hours per day. Frequent use of hands to operate a computer; reach with hands and arms is required. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The position may occasionally require extended work hours as requested by management. Occasional travel by automobile, to visit branches. Rare need for commercial airline, rental vehicle, or public transportation is required, along with the ability to stay in public accommodations. Regular, reliable, and timely on-site attendance is essential.

Mental and/or Emotional Requirements

Must be able to perform job functions independently and work effectively either on own or as part of a team. Must be able to plan and direct the work activities of self and assist others as needed. Must be able to read and carry out various written instructions and follow oral instructions. Must be able to speak clearly and deliver information in a logical and understandable sequence. Must be capable of dealing calmly and professionally with numerous different personalities from diverse cultures at various levels within and outside of the organization and demonstrate highest levels of customer service when dealing with the public and employees. Must be able to perform responsibilities with composure under the stress of deadlines / requirements for extreme accuracy and quality and/or fast pace. Must be able to effectively handle multiple, simultaneous, and changing priorities. Must be capable of exercising highest level of discretion on both internal and external confidential matters.

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

COMPENSATION & BENEFITS: Starting salary is dependent upon relevant experience and may vary based on the geographic location of the position. We offer an extensive benefits package that includes, but is not limited to medical, dental, vision, and life insurance. Coverage is available to employees and their eligible dependents in accordance with our written plan documents. You may also be eligible for a health savings account option, an Employee Assistance Program (EAP), a health rewards program, a retirement savings plan, including 401(k) and Profit-Sharing plans, short and long-term disability benefits, education and training benefits, and discounts on banking products and services. We also offer a generous Paid Time Off (PTO) plan and paid holidays. PTO accruals begin at .0745 per hour worked for our part time employees up to a maximum accrual of 240 hours per year for certain Full-Time employees. PTO accruals are dependent on position, status (Full time or Part time), and years of experience in accordance with our PTO policy. Most Full-Time employees are also offered 6 paid holidays and Part Time employees are offered pro-rated paid holidays. In addition, employees in Utah and Nevada may be eligible for pay for certain state recognized holidays. Visit our website for more details. Check it out!

We are an Equal Opportunity Employer and qualified applicants, or employees will receive consideration for employment without regard to race, color, religion, national origin, sex (including pregnancy), sexual orientation, gender identity, mental or physical disability, genetic information, protected veteran status, or any other category protected by applicable federal, state, or local laws.

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.