Human Resources Administrative Assitant

Village of Ruidoso • Ruidoso, NM

1d • Onsite

About The Position

The Administrative Assistant II is under general supervision of the Human Resources Manager, and performs a wide variety of secretarial, clerical and office support functions. This is a full-time non-exempt position with regular work hours being 8:00 AM-5:00 PM Monday-Friday, however the schedule may be adjusted based on the needs of the department. Extended hours may be required. This position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to employee requests and concerns. Regular attendance is an essential function of this job to ensure continuity of services. This employee must be well organized and use time in an effective and efficient manner. This position must maintain the utmost confidentiality in dealing with employees, employee records, documents, projects, paperwork, and Human Resources information. The Human Resources Administrative Assistant II provides clerical support for the Human Resources Manager, Human Resources Generalist II and Village Manager. This position must be well organized and able to communicate effectively with all staff. Must have a positive attitude and be able to handle various requests for information and clarification from employees, department directors, governing body, and the public during the workday. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

Requirements

• High School Diploma or equivalent required
• Must be able to pass criminal history checks
• Must be able to pass a credit check
• Must be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
• Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required.
• Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law.
• Knowledge of principles of record keeping and records management
• Knowledge of techniques for dealing with the public, in person and over the telephone
• Knowledge of computer application involving word processing, data entry and standard report generation
• Knowledge of basic office practices and procedures
• Knowledge of principles of confidential records and file management
• Knowledge of rules, regulations, policies and procedures of the Human Resources Department
• Knowledge of basic functions and roles of Village of Ruidoso departments and staff
• Knowledge of Village hiring and personnel practices and procedures
• Skill in keying information into a computer system with speed and accuracy
• Skill in meeting critical time deadlines
• Skill in using initiative and independent judgement within established procedural guidelines
• Skill in maintaining and processing a variety of records and transactions
• Skill in preparing correspondence using correct grammar, spelling, and punctuation
• Skill in using sound judgment in applying established guidelines to solve work problems
• Skill in reading and interpreting rules and regulations
• Skill in maintaining objectivity and freedom from prejudice, and exercising judgment and understanding in all personnel related situations
• Skill in utilizing standard office equipment, including personal computers, telephones, copying machines, and adding machines
• Skill in performing routine mathematical calculations such as addition and subtraction, multiplication and division, and the calculation of percentages
• Skill in multi-tasking, prioritizing and organizing base on departmental needs
• Skill in establishing and maintain routine working relationships with citizens, and employees
• Must possess Microsoft Office skills in using Word, Excel, and Outlook
• Ability to multi-task a variety of projects and manage priorities and tasks to meet schedules and timelines
• Ability to read, interpret and apply policies, procedures and instructions
• Ability to maintain confidentiality of sensitive information and data
• Ability to effectively communicate with all levels of employees and management, both verbally and in written forms
• Ability to establish and maintain effective working relations with co-workers
• Ability to accurately collect, record, process and prepare data
• Ability to monitor and control confidentiality of personnel information, according to the standards of the Privacy Act of 1974
• Ability to efficiently and accurately maintain records and file
• Ability to assist on interview panels
• Ability to present a positive image
• Ability to make accurate arithmetic calculations
• Ability to understand and carry out instruction and procedures with minimal supervision

Nice To Haves

• two years clerical or Human Resources Generalist experience preferred

Responsibilities

• Responds to requests for information and assistance; greets and assists visitors and employees.
• Coordinates with Managers, Directors, and HR staff to schedule interviews with applicants and meeting locations.
• Assists the HR Generalist with consent forms for selected applicants, scheduling drug screening, and may assist with new hire paperwork.
• Performs various administrative functions within the Human Resources Department including routine clerical duties such as typing, creating memos, drafts correspondence, filing, creating filling systems.
• Responds to verifications of employment, conducts reference checks, creates personnel files and electronic files, and closes out personnel files when an employee exits.
• Assists applicants and employees with processing and completion of personnel related documents; provides instruction and assistance on various forms.
• Assists in the recruitment process by using NeoGov in preparing and processing job postings, reviewing employment applications for completeness and processing newly hired employees, create electronic files, coordinates orientation schedules, answers questions, and helps with completing all necessary forms, examinations and tests, reviews documentation for accuracy, completeness and conformance with established regulations and procedures.
• Enters data into computer systems accurately and in a timely manner and maintains Human Resources information system database; assesses and validates data, compiles documentation
• Assists the HR Generalist II in preparing purchasing requisitions, obtaining price quotes, comparing invoice to purchase requisitions to make sure they match and are complete and submits signed and approved invoices to finance for payment.
• Promptly maintains and updates all personnel files with correct address, phone numbers, wages, training, evaluations, and all other information contained in an employee’s personnel file and in the Human Resources Information System.
• Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with supervisor, management, customers, employees, other agencies, and auditors.
• Completes personal timesheet accurately and timely enters time Employee Self Service software weekly and ensures time is reported based on actual time worked.
• Ensures that any on-the job injury is reported immediately and followed up with appropriate forms and actions.
• Reports any suspected fraud and/or abuse to the Human Resources Manager or Village Manager.
• Ensures any reports of harassment are immediately reported and appropriate actions are taken.
• Attend meetings and training as needed.
• Assists HR Generalist in tracking service awards, safety awards, safety days, employee anniversaries, etc.
• Additional duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED