Human Resources Administrative Assistant

About the role

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.

Responsibilities

• Responds to requests for information and assistance; greets and assists visitors and employees.
• Congrates with Managers, Directors, and HR staff to schedule interviews with applicants and meeting locations.
• Aids 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, drafting 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.
• Aids applicants and employees with processing and completion of personnel related documents; provides instruction and assistance on various forms.
• Aids 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.
• Aids 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.
• Must be flexible and efficient in time management and ability to prioritize workload and meet deadlines.
• 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.

Qualifications

• High School Diploma or equivalent required and two years clerical or Human Resources Generalist experience preferred.
• Must be able to pass criminal history checks and be able to pass a credit check and be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
• Licenses and/or Certifications: 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.
• MVR background checks may be conducted by the Village of Ruidoso.

Skills and Abilities

• Knowledge of: principles of record keeping and records management; techniques for dealing with the public, in person and over the telephone; computer application involving word processing, data entry and standard report generation; basic office practices and procedures; principles of confidential records and file management; rules, regulations, policies and procedures of the Human Resources Department; basic functions and roles of Village of Ruidoso departments and staff; Village hiring and personnel practices and procedures.
• Skill in: keying information into a computer system with speed and accuracy; meeting critical time deadlines; using initiative and independent judgement within established procedural guidelines; maintain and processing a variety of records and transactions; preparing correspondence using correct grammar, spelling, and punctuation; using sound judgment in applying established guidelines to solve work problems; reading and interpreting rules and regulations; maintaining objectivity and freedom from prejudice, and exercising judgment and understanding in all personnel related situations; utilizing standard office equipment, including personal computers, telephones, copying machines, and adding machines; performing routine mathematical calculations such as addition and subtraction, multiplication and division, and the calculation of percentages; multi-tasking, prioritizing and organizing base on departmental needs; establishing and maintain routine working relationships with citizens, and employees.
• Ability to: multi-task a variety of projects and manage priorities and tasks to meet schedules and timelines; read, interpret and apply policies, procedures and instructions; maintain confidentiality of sensitive information and data; effectively communicate with all levels of employees and management, both verbally and in written forms; establish and maintain effective working relations with co-workers; accurately collect, record, process and prepare data; monitor and control confidentiality of personnel information, according to the standards of the Privacy Act of 1974; efficiently and accurately maintain records and file; assist on interview panels; present a positive image; make accurate arithmetic calculations; understand and carry out instruction and procedures with minimal supervision.