Human Resources Administrative Assistant

Job DetailsJob Location: Reno-Sparks Convention and Visitors Authority - Reno, NV 89502Position Type: Full-TimeEducation Level: High school or GEDTravel Percentage: NegligibleJob Shift: DayJob Category: Admin - ClericalCome join the dynamic team at the Reno Sparks Convention and Visitors Authority (RSCVA), where we don’t just market destinations—we create them! As Northern Nevada’s premier destination marketing organization, we’re on a mission to showcase the incredible beauty, vibrancy, and adventure that Reno, Sparks, and the Tahoe region have to offer. From crafting unforgettable visitor experiences to driving tourism and economic growth, we’re passionate about putting our region on the global map. Our three facilities include the Reno Sparks Convention Center, the Reno Sparks Events Center, and the National Bowling Stadium. But that’s not all, working with RSCVA means being part of an organization that’s officially recognized as a Certified Amazing Workplace! We’re dedicated to fostering a collaborative, innovative, and fun environment where our team members thrive. If you’re looking to make a meaningful impact while being part of a supportive and inspiring culture, RSCVA is the place for you. Let’s elevate Reno Tahoe together! POSITION SUMMARY: The Human Resources Administrative Assistant provides administrative and clerical support for the Human Resources (HR) Department and assists with the day-to-day operations of the department. This position supports the Human Resources Manager and Executive Director of Human Resources with employee records, filing, employee engagement activities, and general HR office functions. The Human Resources Administrative Assistant is responsible for maintaining accurate and confidential employee records, preparing correspondence and documentation, tracking required HR information, and helping ensure HR processes are completed accurately and timely. The position requires a high level of professionalism, organization, attention to detail, discretion, and confidentiality. JOB DUTIES AND RESPONSIBILITIES: Provides administrative and clerical support to the Executive Director of Human Resources and Human Resources Manager and assists with general HR department operations. Assists with new employee onboarding process, including preparing and processing new hire paperwork, organizing orientation materials, filing documentation, and distributing information to appropriate departments. Assists with filing worker’s compensation claims, unemployment inquiries, and FMLA paperwork. Establishes, organizes, and maintains personnel files and HR records in accordance with applicable policies and federal, state, and local requirements. Maintains accurate electronic and physical filing systems and ensures HR documentation is filed timely and in a logical and consistent manner. Responds to inquiries in person, by telephone, and by email in a courteous, professional, and tactful manner. Assists with recruitment administration, including tracking applications, coordinating applicant information, conducting initial application reviews as directed, completing employment verifications, and providing documentation to hiring managers. Prepares offer letters and other employment-related correspondence and submits documentation for appropriate review and approval. Assists with coordinating recruitment and onboarding activities to help ensure processes are completed accurately and timely. Performs HR administrative duties including documentation audits, data entry, filing, record maintenance, and preparation of reports. Assists with tracking and maintaining job evaluation and performance management documentation and records. Provides administrative and logistical support for employee engagement programs, recognition activities, events, and other HR initiatives. Assists with maintaining HR policies, procedures, forms, and documentation to support compliance with applicable federal, state, and local laws, regulations, and ordinances. Prepares, organizes, and distributes HR correspondence and documentation and ensures information is provided to the appropriate recipients. Produces accurate memoranda, letters, forms, spreadsheets, reports, and other HR-related employee documentation using appropriate formatting, grammar, spelling, and professional standards. Proofreads and edits documents for accuracy, proper wording, grammar, formatting, and content. Consistently demonstrates positive interpersonal relations and works cooperatively with others in support of the RSCVA's strategic goals and objectives. Maintains strict confidentiality regarding employee information, personnel matters, HR records, and other sensitive or confidential information. Establishes and maintains effective working relationships with employees, management, vendors, applicants, and other individuals interacting with the HR Department. Maintains knowledge of the RSCVA Safety Program and follows established safety procedures and work practices. Adheres to attendance and punctuality requirements in accordance with RSCVA policy and provides appropriate notification regarding absences or tardiness. Uses work time, equipment, supplies, and organizational resources effectively and responsibly. Is knowledgeable in the RSCVA Safety Program and takes necessary steps to maintain a safe work environment.  Adheres to safe work practices to prevent injuries. Observes all RSCVA and departmental policies governing workplace conduct, including policies related to computer and telephone use, electronic communications, breaks, parking, smoking, and other applicable workplace requirements. Performs other duties as assigned or required. BENEFITS: The Reno Sparks Convention & Visitors Authority offers a comprehensive benefits package to all full time employees: 100% employer paid Medical, Dental, Vision, Group Life, Long term and Short term Disability Insurance for employees. 50% employer paid Medical, Dental, Vision and Group Life Insurance for dependents. Enrollment in the Public Employees Retirement System of Nevada (100% employer paid contributions). Paid vacation and sick time. 12 paid holidays and 1 floating holiday. 457(b) Deferred Compensation plan. Additional voluntary supplemental insurance programs. QualificationsJOB QUALIFICATIONS: High school diploma or equivalent required; additional education, coursework, or certification in human resources, business administration, office administration, or a related field is preferred. One to two years of administrative, clerical, office support, or human resources experience preferred. Previous experience in a human resources department is preferred but not required. Experience working with or for a governmental agency and familiarity with Nevada PERS is preferred but not required. General knowledge of human resources practices and applicable state and federal employment regulations preferred. Ability to appropriately handle sensitive and confidential employee and organizational information. Strong administrative, organizational, and records-management skills with excellent attention to detail. Ability to provide professional and courteous customer service to employees, applicants, management, vendors, and the public. Ability to learn and understand HR processes related to recruitment, onboarding, payroll, benefits, employee records, compliance, and employee engagement. Strong clerical skills, including accurate spelling, grammar, proofreading, data entry, filing, and basic arithmetic. Proficiency with Microsoft Office applications, including Word, Excel, Outlook, Teams, and PowerPoint. Experience with Paycom or another human resources information system (HRIS) is preferred but not required. Ability to learn new computer systems, HR platforms, policies, and administrative procedures. Ability to organize and prioritize multiple assignments, meet deadlines, and work effectively in a fast-paced environment. Ability to review, understand, maintain, and accurately process documentation and reports. WORKING CONDITIONS / ESSENTIAL FUNCTIONS: Work is primarily performed in a professional office environment. May occasionally be exposed to varying temperatures, airborne particles, chemicals, or fumes when performing duties outside the immediate office environment. The noise level is generally quiet in the office and may be moderately noisy when working in other areas or outside the office. PHYSICAL REQUIREMENTS: Ability to sit, stand, walk, squat, bend at the neck and waist, twist, and reach above and below shoulder level as necessary to perform job duties. Ability to perform simple grasping, repetitive hand movements, keyboarding, and fine hand manipulation necessary to perform administrative functions. Frequently required to communicate verbally and hear sufficiently to perform essential job duties. Occasionally required to climb, balance, stoop, kneel, or crouch. Specific vision abilities include close, distance, color, and peripheral vision, depth perception, and the ability to adjust focus. Ability to occasionally lift and/or move items weighing up to 15 pounds.