JOB 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.
JOB TITLE SUMMARY
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.
EXAMPLE OF DUTIES
ESSENTIAL JOB FUNCTIONS
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.
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Responds to requests for information and assistance; greets and assists visitors and employees.
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Coordinates with Managers, Directors, and HR staff to schedule interviews with applicants and meeting locations.
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Assists the HR Generalist with consent forms for selected applicants, scheduling drug screening, and may assist with new hire paperwork.
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Performs various administrative functions within the Human Resources Department including routine clerical duties such as typing, creating memos, drafts correspondence, filing, creating filling systems.
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Responds to verifications of employment, conducts reference checks, creates personnel files and electronic files, and closes out personnel files when an employee exits.
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Assists applicants and employees with processing and completion of personnel related documents; provides instruction and assistance on various forms.
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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.
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Enters data into computer systems accurately and in a timely manner and maintains Human Resources information system database; assesses and validates data, compiles documentation
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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.
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Must be flexible and efficient in time management and ability to prioritize workload and meet deadlines.
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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.
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Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with supervisor, management, customers, employees, other agencies, and auditors.
OTHER REPONSIBILITIES OR JOB REQUIREMENTS
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Ability to recognize and keep confidential information private.
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Completes personal timesheet accurately and timely enters time Employee Self Service software weekly and ensures time is reported based on actual time worked.
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Ensures that any on-the job injury is reported immediately and followed up with appropriate forms and actions.
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Reports any suspected fraud and/or abuse to the Human Resources Manager or Village Manager.
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Ensures any reports of harassment are immediately reported and appropriate actions are taken.
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Attend meetings and training as needed.
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Assists HR Generalist in tracking service awards, safety awards, safety days, employee anniversaries, etc.
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Additional duties as assigned.
PHYSICAL DEMANDS
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Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in car, bus or van, or other duties assigned.
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The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture.
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Frequently required to sit, talk, hear, stand, walk, use hands to finger, handle, or operate objects, controls, or computer or office equipment.
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Occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, and crawl and occasional pushing, pulling, lifting and/or moving up to 25 pounds.
WORK FACTORS
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Possess ability to adapt to inclement weather conditions and/or situations. Noise level could be low to moderate in work environment. When in other departments and in the field, noise can range from low to loud. Ability to work in stressful environment and deal effectively with stress.
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Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services.
TRAVEL REQUIREMENTS
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Minimal travel - ability to travel for activities such as meetings, classes, and workshops in and out of the area. Overnight travel as necessary and as approved by supervisor.
SUPPLEMENTAL INFORMATION
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. 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; 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.
Closing Statements
Any position that lists a minimum qualification for education level and/or license/certification will require the applicant to provide proof of documentation if selected for hire into the position.
In the event of an emergency, employees are required to work to provide for the safety and well-being of the public, including the delivery and restoration of vital services.
This job description is subject to change as the needs of the organization and Department change or the requirements of this position change.
