Human Resources Administrative Assistant

Human Resources Administrative Assistant Salary: $38,812.80 - $44,636.80 Annually Location: 313 Cree Meadows Drive, Ruidoso NM Job Type: Full Time Job Number: 052926-HRA Department: Human Resources Department Opening Date: 05/26/2026 Classification Summary The Human Resources Administrative Assistant II is a full‑time non‑exempt position reporting to the Human Resources Manager. Duties include secretarial, clerical and office support functions. Regular hours are 8:00 AM–5:00 PM Monday‑Friday; schedule may be adjusted to meet departmental needs and occasional extended hours may be required. The role requires competing demands, multitasking, meeting deadlines, occasional work beyond normal business hours, and responding to employee requests and concerns. Regular attendance is essential. The employee must be well organized, manage time efficiently, and maintain confidentiality of all personnel records and HR information. Duties and Responsibilities Respond to requests for information and assistance; greet and assist visitors and employees. Coordinate with Managers, Directors, and HR staff to schedule interviews, applications, and meeting locations. Assist the HR Generalist with consent forms for selected applicants, scheduling drug screening, and new-hire paperwork. Perform routine clerical duties such as typing, creating memos, drafting correspondence, filing, and developing filing systems. Respond to verifications of employment, conduct reference checks, create personnel files and electronic files, and close out files when employees exit. Assist applicants and employees with completing personnel‑related documents and provide instruction on various forms. Support recruitment by using NeoGov to prepare and process job postings, review applications, process new hires, create electronic files, coordinate orientation schedules, answer questions, and review documentation for accuracy and compliance. Enter data into computer systems accurately and maintain the Human Resources information system database; assess and validate data, compile documentation. Assist the HR Generalist II in preparing purchasing requisitions, obtaining price quotes, comparing invoices to requisitions, and submitting approved invoices to finance. Prioritize workload, meet deadlines, and manage time efficiently. Maintain and update all personnel files with correct address, phone numbers, wages, training, evaluations, and other required information. Continuously seek to improve operations, streamline processes, and cooperate with supervisor, management, customers, employees, other agencies, and auditors. Other Responsibilities or Job Requirements Maintain confidentiality of sensitive information. Complete personal timesheets and enter time accurately into Employee Self Service software weekly. Report any on‑job injury immediately and follow up with appropriate forms and actions. Report suspected fraud or abuse to the Human Resources Manager or Village Manager. Report harassment incidents immediately and take appropriate action. Attend meetings and training as needed. Assist HR Generalist in tracking service awards, safety awards, safety days, employee anniversaries, etc. Perform additional duties as assigned. Physical Demands Maintain physical condition and stamina for standing, walking, driving, and occasional lifting of moderate weight. May require lifting supplies, equipment, and occasionally adjusting furniture. Frequent sitting, talking, hearing, standing, walking, and use of hands or computer equipment. Occasional reaching, climbing, balancing, stooping, kneeling, crouching, and moving up to 25 pounds. Work Factors Adapt to inclement weather and varying noise levels; may work in stressful environments. Competing demands and multiple tasks; occasional extended work hours; regular attendance essential. Travel Requirements Minimal travel for meetings, classes, and workshops in and out of the area; overnight travel as necessary and approved by supervisor. Minimum Qualifications High School Diploma or equivalent; two years of clerical or Human Resources Generalist experience preferred. Pass criminal history check, credit check, drug/alcohol test, and comply with agency “Drug Free” Policy. Licenses and/or Certifications Must possess and maintain a valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement. Maintain satisfactory motor vehicle record and required insurance; may be subject to background checks. Knowledge, Skills, and Abilities Knowledge of record keeping, public interaction, word processing, data entry, report generation, office practices, confidential records, HR policies, and Village hiring procedures. Skill in typing accurately and promptly; meeting deadlines; exercising independent judgment; processing records; preparing correspondence; applying guidelines; interpreting regulations; using standard office equipment; performing basic math; prioritizing and organizing; building relationships with citizens and employees; Microsoft Office proficiency. Ability to multi‑task, manage priorities, communicate effectively, maintain confidentiality, oversee personnel information per Privacy Act, assist on interview panels, present a positive image, and perform tasks with minimal supervision. Closing Statements Any position that lists a minimum qualification for education level and/or license/certification requires proof of documentation if selected. Employees may be required to work to provide for the safety and well-being of the public. This job description is subject to change as needs or requirements change. #J-18808-Ljbffr