Administrative Assistant - Human Resources

City of Farmington•Farmington, NM

9d•$21 - $32•Onsite

About The Position

The Administrative Assistant provides clerical and administrative support for the daily functions of the City of Farmington Human Resources Department. The role is considered confidential and works under the general supervision of the Personnel Supervisor and Human Resources Director. It requires discretion in handling employee records and business information, as well as effective customer service and working relationships with applicants, employees, officials, and the public. The position supports employee preboarding, onboarding, orientations, personnel records, correspondence, recruitment, candidate screening, and employment verifications. It also handles departmental travel coordination, procurement card reconciliation, billing and invoices, purchase orders, and financial records. The Administrative Assistant may represent the department at career fairs and serves as receptionist as needed. Attendance is an essential function. The position is regular, full-time, Monday through Friday, 8:00 a.m. to 5:00 p.m., and is based at the East Annex. The role is subject to the City's Drug and Alcohol-Free Workplace Program and requires an extensive background check.

Requirements

High school graduation or equivalent combined with two years of experience in a human resources capacity, or an equivalent combination of education and office experience.
Ability to speak in front of others and present to small and large groups, primarily employees.
Experience with computer applications and office equipment, including an AS400 mainframe terminal, Microsoft Word and Excel, copy machine, fax machine, calculator, and multi-line phone.
Ability to carry assigned projects through to completion.
Ability to establish and maintain effective working relationships with applicants, employees, officials, and the general public.
Ability to effectively deal with irate applicants or employees.
Ability to maintain confidential and sensitive information.
Ability to understand and follow verbal and written instructions.
Ability to communicate effectively verbally and in writing.
Ability to effectively meet and assist the public.
Ability to handle stressful situations, prioritize work, and meet deadlines.
Must pass an extensive background check.
Subject to pre-employment, post-accident, reasonable suspicion, return-to-duty, and follow-up testing under the City's Drug and Alcohol-Free Workplace Program.
Must meet the stated physical demands, including occasionally lifting or moving up to 25 pounds.

Nice To Haves

Basic knowledge of modern human resources administration policies and practices.
Basic understanding of employee classification, compensation and benefits, recruitment, and selection.

Responsibilities

Provide clerical and administrative support for the daily administrative functions of the Human Resources Department.
Maintain confidentiality and discretion when handling employee records and business information.
Establish and maintain effective working relationships with applicants, employees, officials, and the public; serve as receptionist as needed.
Greet visitors, direct them to the appropriate area, and provide employment information.
Answer and screen incoming calls, provide information, take messages, and direct callers to appropriate parties; create employee identification badges.
Assist with employee preboarding and onboarding, including assembling and reviewing new employee paperwork.
Conduct orientations for new full-time and temporary employees.
Prepare correspondence for employees and applicants and distribute personnel forms to department heads, supervisors, and employees.
Maintain regular and confidential personnel files, ensure timely and accurate filing, and transfer files to terminated status as appropriate.
Order office supplies and maintain and order personnel office forms.
Provide authorized information concerning employee personal data, compensation, benefits, and tax data; examine employee files to respond to inquiries.
Post and advertise vacancies and assist with recruitment, interviewing, and selection processes.
Provide potential applicants with information about facilities and job opportunities; arrange travel and lodging for selected applicants as needed.
Assist with processing applications and other employment screening and hiring functions.
Assist with scheduling oral interviews and administering written skills and medical testing for applicants.
Gather background information and complete reference-check information on candidates; correspond with applicants about employment consideration.
Inform applicants about job duties, compensation and benefits, schedules, City policies, and related information.
Update employee files to document personnel actions; maintain divisional filing systems and assist with records archiving.
Process employment verifications and enter work orders for the Human Resources Department.
Coordinate departmental travel, including registrations, reservations, travel documentation, and expense reconciliation.
Process and reconcile departmental procurement card statements and obtain required receipts, documentation, and approvals.
Process departmental billing and invoices, review charges, reconcile discrepancies, prepare documentation, coordinate payment processing, process field purchase orders, and maintain financial records.
Receive and route incoming mail.
May represent the Human Resources Department at job and career fairs.
Operate a motor vehicle to conduct City and departmental business.
Attend work as an essential function and may serve on committees representing the City.