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Role overview

The Village of Ruidoso is hiring a Human Resources Administrative Assistant II to work under the direction of the Human Resources Manager. This full-time, non-exempt position provides broad clerical, secretarial, and office coordination support to Human Resources leadership and the Village Manager.

Normal working hours are 8:00 AM to 5:00 PM, Monday through Friday, though the schedule may change based on departmental needs. The role can require longer hours, occasional work outside standard business hours, and the ability to manage multiple priorities and deadlines. Reliable attendance is critical to maintaining uninterrupted service. The position also requires strong organization, efficient time management, and strict confidentiality with employee records, projects, documents, and HR information.

Position summary

This role supports the Human Resources Manager, Human Resources Generalist II, and Village Manager through day-to-day administrative assistance. The person in this position should communicate clearly, maintain a professional and positive approach, and handle information requests from employees, department directors, governing body members, and the public.

Essential duties

Handle questions, provide information, assist visitors, and support employees who come to the department.
Coordinate interview scheduling with managers, directors, HR staff, applicants, and meeting locations.
Support the HR Generalist with consent forms for selected candidates, drug screening scheduling, and, when needed, new-hire paperwork.
Carry out routine HR office tasks such as typing, preparing memos and correspondence, filing, and setting up filing systems.
Process employment verifications, perform reference checks, create personnel files and electronic records, and close files when employees leave.
Help applicants and employees complete personnel-related forms and provide guidance on required paperwork.
Assist with recruitment activities through NeoGov, including posting jobs, reviewing application completeness, processing new hires, preparing electronic files, coordinating orientation schedules, and helping with required forms, exams, tests, and document review.
Enter information into computer systems accurately and on time, maintain the HR information system database, validate data, and compile supporting documentation.
Support purchasing tasks by preparing requisitions, gathering quotes, comparing invoices with requisitions, and forwarding approved invoices to Finance.
Stay flexible, organize work effectively, prioritize assignments, and meet deadlines.
Keep all personnel records current with updated addresses, phone numbers, wages, training, evaluations, and other file information.
Work collaboratively to improve processes and support supervisors, management, employees, customers, other agencies, and auditors.

Additional responsibilities and job requirements

Protect sensitive information and maintain privacy at all times.
Complete personal timesheets accurately and enter time weekly in Employee Self Service based on actual hours worked.
Report workplace injuries immediately and complete the required follow-up actions and forms.
Escalate suspected fraud or abuse to the Human Resources Manager or Village Manager.
Immediately report harassment concerns and ensure appropriate action is taken.
Attend meetings and training sessions as needed.
Assist with tracking service awards, safety awards, safety days, employee anniversaries, and similar recognition items.
Take on other duties as assigned.

Working conditions and physical demands

The work may involve sitting, standing, or walking for long periods, as well as driving or riding in a car, bus, or van when required. Office tasks may include lifting boxes of supplies, handling equipment, and making occasional adjustments to office furniture. The position regularly involves sitting, speaking, hearing, standing, walking, and using hands for computer and office equipment. It may also require reaching, climbing, balancing, stooping, kneeling, crouching, crawling, and occasional pushing, pulling, lifting, or moving up to 25 pounds.

The environment can range from quiet to moderately noisy in the office, and from low to loud in other departments or field settings. The role may involve stress, competing demands, and work under deadlines. The employee must also be able to adapt to inclement weather and related conditions.

Travel

Travel is minimal, but may be needed for meetings, classes, and workshops inside or outside the area. Overnight travel may be required when approved by the supervisor.

Qualifications

A high school diploma or equivalent is required. Two years of clerical or Human Resources Generalist experience is preferred.

Applicants must be able to pass criminal history screening, a credit check, and a drug/alcohol test, and must comply with the agency’s drug-free policy. The selected candidate must also hold and maintain a valid New Mexico motor vehicle operator’s permit with the proper classification and endorsement as required, maintain a satisfactory motor vehicle record, and meet legal insurability requirements. MVR background checks may be performed by the Village of Ruidoso.

Knowledge, skills, and abilities

The role calls for familiarity with records management, public interaction, computer-based word processing and data entry, standard reporting, office procedures, confidential file handling, HR rules and procedures, Village departments, and hiring/personnel practices.

Strong capability is needed in accurate typing and data entry, meeting strict deadlines, using independent judgment within established guidelines, handling records and transactions, preparing well-written correspondence, applying rules and regulations, maintaining objectivity in personnel matters, operating office equipment, doing routine math, organizing multiple tasks, and building routine working relationships with citizens and employees. Microsoft Word, Excel, and Outlook are required.

The employee must be able to manage multiple projects, interpret and apply policies and instructions, safeguard confidential information, communicate effectively in writing and speaking with staff at all levels, maintain productive workplace relationships, accurately collect and process data, preserve confidentiality under the Privacy Act of 1974, keep files and records in order, assist with interview panels, present a professional image, perform accurate arithmetic, and follow instructions with limited supervision.

Closing notes

If a role lists a minimum education level and/or a license or certification requirement, proof of documentation must be provided if selected for hire.

In emergencies, employees may be required to work to support public safety and the delivery or restoration of essential services.

This job description may be updated as organizational, departmental, or role requirements change.

Human Resources Administrative Assistant

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