JOB TITLE: Administrative Assistant and HR Onboarding Specialist
REPORTS TO: Director of Human Resources/General Counsel
FSLA: Full time; Non-Exempt Employee
GENERAL SUMMARY: The Administrative Assistant and HR Onboarding Specialist role combines the responsibilities of managing administrative tasks within the Legal and HR Departments with a focused emphasis on facilitating a smooth onboarding process for new employees, including handling paperwork, scheduling orientations, and ensuring new hires receive the necessary information and support to integrate into the company effectively. This role is responsible for varied administrative tasks for both the Legal and HR Departments as well as ensuring a smooth and engaging onboarding experience for new hires, from offer acceptance to full integration into the Archdiocese. The ideal candidate will coordinate pre-employment processes, facilitate orientation programs, and provide ongoing support to new employees to foster a positive workplace culture.
ESSENTIAL JOB FUNCTIONS:
· Regular and reliable attendance
· Administrative Support:
o Ensuring all pre-employment background checks, verifications and approvals are complete
o Maintaining accurate employee records, including personal details, employment contracts, and benefits information
o Preparing and distributing new hire paperwork
o Processing new hire paperwork, including I-9 forms and employment verifications
o Updating HR databases with employee information and changes
o Filing and organizing personnel files
o Answering phones and responding to employee inquiries regarding HR policies and procedures
o Managing calendars and scheduling meetings and appointments for the HR and Legal teams
o Preparing and distributing HR documents like offer letters, onboarding guides, and company policies
o Typing and finalizing letters, reports and other formal documentation
o Processing invoices and credit card statements
o Work closely with HR, payroll and administrative teams to facilitate the transition of paper employees’ records to electronic format within the payroll system
o Coordinating the onboarding process for new hires through the Paylocity System, including scheduling welcome meetings, introductions to key personnel, and department orientations
o Developing and delivering onboarding presentations and training materials
o Coordinate with IT, facilities, and other departments to ensure a seamless first day experience (e.g., workstation setup, email access, ID badges)
o Tracking new hire progress and providing ongoing support during the initial weeks
o Gathering feedback from new hires to improve the onboarding experience
o Managing onboarding checklists and timelines
o Ensuring that all onboarding paperwork received from the locations is accurately completed
· Recruitment Support:
o Assisting with job postings and candidate screening
o Scheduling interviews and coordinating with hiring managers
o Preparing reference checks and background verifications
· Collaboration & Compliance Support:
o Work Closely with HR, hiring managers, and department heads to align onboarding programs with Archdiocese goals and values
o Maintaining compliance with employment laws and regulations regarding new hire documentation
o Assisting with employee data privacy and security
o Continuously improve the onboarding experience by gathering feedback and implementing best practices
KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:
· High school diploma or equivalent
· Bachelor’s degree in human resources or relevant field preferred
· Excellent organizational and time management skills
· Familiarity with digitization processes is a plus
· Strong attention to detail, organizational skills, and accuracy
· Excellent communication and interpersonal skills to interact with new employees and internal stakeholders
· Proficiency with HR software and databases; Paylocity preferred
· Ability to multitask and prioritize effectively
· Knowledge of employment laws and HR best practices
· Previous experience in office management, administration, or a similar role
· Knowledge of Catholic Church structures, practices, and procedures preferred
· Ability to maintain confidentiality and handle sensitive information with discretion
WORKING CONDITIONS:
Work hours are typically from Monday to Friday, 8am to 4pm, but may require a shift to accommodate occasional evening and weekend Chancery events and activities.
DISCLAIMER ABOUT DUTIES AND RESPONSIBILITIES:
This job description provides a general overview of the duties and responsibilities associated with the position, but it is not an exhaustive list of all tasks and qualifications required. Other duties of similar nature or level of difficulty may also be required. You should be aware that your employment with the Archdiocese of Las Vegas constitutes AT WILL employment. As a result, both the Archdiocese and you are free to terminate the employment relationship at any time. This description is not intended to create a contractual agreement and is subject to change. For further information, please refer to the Archdiocese of Las Vegas Employee Handbook as the governing document for all employee matters.
Job Type: Full-time
Pay: $20.00 - $26.00 per hour
Expected hours: 35 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
Ability to Commute:
- Las Vegas, NV 89109 (Required)
Ability to Relocate:
- Las Vegas, NV 89109: Relocate before starting work (Required)
Work Location: In person
