Administrative Assistant - Human Resources

City of Farmington•Farmington, NM

22h•Onsite

About The Position

The Administrative Assistant supports the City of Farmington Human Resources Department with clerical and administrative functions. This confidential position works under the general supervision of the Personnel Supervisor and Human Resources Director and requires discretion when handling employee records and business information. The role provides customer service to applicants, employees, officials, and the public, and may serve as the department receptionist. The position is based at the East Annex and is regular, full-time, Monday through Friday, 8:00 a.m. to 5:00 p.m. The listed hourly salary range is $20.50–$31.91. Applications are accepted through October 29, 2026; resumes submitted without a City of Farmington application will not be considered. The role supports employee preboarding, onboarding, orientation, personnel records, recruitment, applicant screening, and employment verification. It also coordinates departmental travel and handles procurement card reconciliation, billing, invoices, purchase orders, and financial records. Additional work includes receiving and routing mail, maintaining forms and supplies, archiving records, and representing the department at job fairs as needed. Attendance is an essential function, and the employee may operate a motor vehicle for City business or serve on committees. The position requires high school graduation or equivalent and two years of experience in a human resources capacity, or an equivalent combination of education and office experience. Basic knowledge of HR administration is preferred. An extensive background check and participation in the City's Drug and Alcohol-Free Workplace Program are required. The work takes place in a normal office setting with generally low noise levels. Reasonable accommodations may be made for individuals with disabilities.

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 of new and existing employees.
Experience using a mainframe computer terminal (AS400), personal computer, Microsoft Word and Excel, copy machine, fax machine, calculator, and multi-line phone.
Ability to complete assigned projects.
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.
Extensive background check required.
Subject to the City's Drug and Alcohol-Free Workplace Program, including pre-employment, post-accident, reasonable suspicion, return-to-duty, and follow-up testing.
Ability to meet the physical demands of the job, including occasional lifting or moving of up to 25 pounds.

Nice To Haves

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

Responsibilities

Provide clerical and administrative support for the daily functions of the Human Resources Department while maintaining confidentiality and discretion.
Serve as receptionist as needed; greet visitors, direct them to appropriate areas, answer and screen calls, provide information, take messages, and assist the public with employment information.
Create employee identification badges and assist with preboarding and onboarding, including assembling and reviewing new employee paperwork.
Conduct orientations for new full-time and temporary employees.
Prepare correspondence and distribute personnel forms, including status change proposals and evaluations.
Maintain regular and confidential personnel files, ensure timely and accurate filing, transfer files to terminated status, update employee files, maintain divisional filing systems, and assist with records archiving.
Provide authorized employees and others with information about personal data, compensation, benefits, and tax data; examine files to respond to inquiries.
Order office supplies and maintain and order personnel office forms.
Post and advertise vacancies as assigned and assist with recruitment, interviewing, selection, application processing, employment screening, and hiring.
Provide prospective applicants with information about facilities and job opportunities; arrange travel and lodging for selected applicants as needed.
Assist with scheduling oral interviews and administering written skills and medical testing for applicants.
Gather background information, complete reference-check information, and correspond with applicants about employment consideration.
Inform applicants about job duties, responsibilities, compensation, benefits, schedules, City policies, and related information.
Process employment verifications and enter Human Resources work orders.
Coordinate departmental travel, including registrations, reservations, travel documentation, and expense reconciliation.
Process and reconcile departmental procurement card statements and ensure receipts, documentation, and approvals are obtained.
Process departmental billing and invoices, review charges, reconcile discrepancies, prepare documentation, and coordinate payment processing.
Process field purchase orders and maintain financial records.
Receive and route incoming mail.
Represent the Human Resources Department at job and career fairs as needed; operate a motor vehicle for City and departmental business; and serve on committees as assigned.
Maintain regular attendance as an essential function of the position.