Job Description

T HE CI T Y O F P O R T A L ES , N E W M EX ICO    P O S I T I O N P O S T ING # 2025-028

P O S I T I O N:                         EXE CU T I V E A SS I S T A N T
DE P AR T M E N T :                HUMAN R ES O U R C E S
S T A T US:                            EXE M P T
RE P O R T S T O :                  HUMAN R ES O U R C E S DI R E C T O R
S HI F T :                                F U L L - T IM E , R E G U L AR
S A L ARY:                          $17.10 - $19.23 H O UR L Y / $35,568 - $40,000 ANN U A LL Y DOE

G E NERAL D ES CRIP T I O N :
W or k s at t h e d i r e c t i on o f t h e Hu m an Re s o u rc e D i r e c t o r . The H u m a n R e s o ur c es E x e c ut i v e A ss i s ta n t pro v i d e s a d m i n i s trat i v e s up p o r t to the HR d e p ar t m e n t, a ss i s t i ng w i t h vari o us HR f u n c t i o n s , i n c l u d i n g r e cr u i tm e nt, o n b o a r d i n g , e m p l o y ee r e l a t i o n s a n d b e n ef i ts a d m i n i s trat i o n. Ma i nt ai ns ac c urate a nd u p - to - d ate e m p l o y ee re c ord s , inc l u d i n g p er s o n n e l f i l es a nd H R d at a b a s e. P r e p ares r e p o r ts a n d c o m p il es d a ta f o r H R - r e l at e d a c t i v i t i e s . A ss i s t w i t h t he re cr u i t m e n t pro c e ss , i n c l u d i ng p o s t i ng j o b o p e n i n g s , scr e e n i n g a p p l i c a n ts a n d s c h e d u l i n g i nt e rv i e w s . P r o v i d es a d m i n i s tra t i v e s u p p or t , i n cl u d i ng sc h e d u l i ng m e e t i n g s , m a n a g i n g c a l e n d a r s a n d o r d eri n g s u p p l i e s . T h i s i n d i vi d u a l w i l l w ork w i th n u m erous a nd v a r i ed c o n f i d e n t i al d o c u m e n ts a n d r e p o r t s , m u s t m a i n t a i n a h i gh l e v e l of d i scr et i on r e l at i v e t o i nf o r m at i on re c e i v e d a n d d i ss e m i n a t e d.

T ASKS AND RE SP O NSIBI L I T I ES :
Al though t h e fo ll ow i ng a r e t y p ic al of t h e ta s k s and r e s po n si b i li t i e s r out i ne l y perfo r med, a d d i t i onal dut i e s and/or r e s pon si b i li t i e s r equ i r i ng c o m parab l e or l e ss er s k il l s , k no w l edge, or de x terity m a y be a s si gned. The prima r y r e s pon si b i li t i e s s h a l l be regu l ated by the Department He a d and are not lis ted i n any o r der of prima r y j ob f u n c t i on.

1.    P erfo r ms a w i de v a r i ety of t y p i ng a ss i g n m e n ts wh i c h a r e so m e t i m e s c o nf i d e n t i a l i n n a t ure; o p e r a t es c o m p u t er to e n ter d a t a, dr a ft, e d i t, re v i s e d o c u m e nts.
2.   Coor d i n a t es m e et i n g s a nd c o n feren c e s , sc h e d u l es a p p o i nt m e nts, m a k es tra v el a nd l o d g i n g ar r a n g e m e n ts as d i r e c t e d .
3.    A ss i s ts w i th a v ar i ety of sc h e d u li n g a nd p r e p ar a t i o ns i n c l u d i ng j ob f a i rs , j ob re v i ew s , i nt e rvi ew s ,
p h ys i c al e x a m s , b a ck grou n d ch e cks , a nd n o t i f i es u n s u cc e ss ful c a n d i d a t e s .
4.    A ss i s ts w i th p e rs o n n e l f i l es i n c l u d i ng t he tra cki ng o f d at e s , e x p i r a t i o n s , a n d re n ew a l s .
5.    A ss i s ts i n t he m a i nt e n a n c e of t h e p er s o n n e l f il e s , m e d ic al f i l es a nd drug & a l c o h ol test i n g f i l es i n a t i m e l y sys te m a t i c , a n d a cc u r ate m a n n er. M a i n t a i ns t h e c o n f i d e n t i a li ty o f a l l re c o r d s .
6.   Re s p o n si b l e to r e l ay i n c o m i ng a nd i nt e r of fi c e c a l l s a n d m e ss a g es – h a n d l es c i t i z e n ’ s re q u e s ts as
n e e d e d .
7.    Gr e e ts a n d d i r e c ts c i t i z e n s when a p p r o p ri at e ; a n s wers i n q u i r i es c o n c er n i ng act i vi t i es a n d o p e r at i o n s of t h e d e p a r t m e n t.
8.    A d m i n i s ters re q u i r ed test i n g a s p a r t of t he h i ri ng p r o c e ss .
9.    O th e r d u t i es as a ss i g n e d .

KN O WL E D G E , EXPE RI E NCE, AND SKI LL S :

1.   H i gh sc h o ol d i p l o m a or GE D r e q u i r e d . A ss o c i a t e ’ s d e gr ee i n b u s i n e s s a d m i n i s tra t i o n , p u b li c a d m i n i s trat i o n, or r e l a t ed f i e l d prefer r e d.
2.   Two or m ore y e a r s ’ r e l a t ed e x p e r i e n c e d e m o n s trat i ng t he a b i li ty t o m a i n ta i n o p e r a t i o n al i n t e gri t y , s u p p o r t d e p art m e nt pro j e c t s , a nd pro v i d e a d m i n i s tra t i v e su p p ort to a m a n a g e r or d e p a r t m e n t r e q u i r e d. E x p e ri e n c e i n a h u m an re s o u rc e e n v i r o n m e n t a nd s u p p ort i n g HR fu n c t i o ns h i g h l y prefer r e d .
3.    K n o w l e d g e of p e rs o n n e l / h u m a n r e l a t i o n s , b a s i c gra m m a r , s p e l l i n g , a n d m at h e m at i cs , a n d b a s i c s e cr et a r i al ref e r e n c e m at e ri a l s a n d re s o u rc e s .
4.    S t r o n g a t t e n t i on to d e t a i l a n d a cc ura cy , w i th g o od org a n i z a t i o n al ski ll s a nd t he a b il i ty to w ork on a v ari e ty of a ss i g n m e nts i n a b u s y m u l t i - tas k ed o f f i c e.

5.    S tro n g i nt e r p er s o n a l a n d c o m m u ni c a t i o n s k i l l s a n d t h e a b i l i ty to work e f f e c t i v e l y w i th a w i de r a n g e o f p e o p l e i n a d i v er s e co m m u n i t y .
6.    A b i l i ty to f o l l ow i n s tru c t i o n s whe t h er v erb a l or w ri tt e n.
7.   Com m u n i c at i ng o r a l l y a n d i n wri t i n g , i n c l u d i n g d e m o n s trat e d s ki l l i n r e a d i ng a n d i n terp r et i ng d o c u m e nts, wr i t i n g re p ort s , a nd s p e a ki ng e ff e c t i v e l y to i n d i v i d u a l s a n d g r o u p s .
8.   M a i nt a i n c o o p era t i v e prof e ss i o n al re l at i o n s h i ps w i t h c u s to m er s , p e e rs , s u p er v i s or s , m a n a g e r s a n d the c o m m u n i ty i n g e n e r a l , wh i l e p r o j e c t i ng pro f e ss i o n al i m a ge t hrou g h in- p e rs on a n d t e l e p h o n e i nt e r a c t i o n.
9.    O p e r ate i n t he M i cr o s oft W i n d ows e n v i ro n m e nt i n c l u s i v e o f u s i ng W ord, E xc e l , Ou t l o o k a nd N i tro.
10. A b i l i ty to l e a r n l o c a l , s t a te, a n d f e d e r al l aws a nd pro c e d u r e s , e s p e c i a ll y t h o s e sp ec i f i c to t he HR
fu n c t i on.
11. A b i l i ty to cr e a t e, c o m p o s e a n d e d i t wr i t t en m a t eri a l .
12. K n o w l e d g e of b a s i c l a b or l a ws a n d H R p o li c i es pr e f er r e d .

W O RK E N V IR O M E N T :
W ork i s p erfo r m e d i n a n o f f ic e e n v i r o n m e nt. N o i s e l e v el c o u l d be q u i et t o m o d er a te i n w o r k e n v i r o n m e n t . M o s t o f the t i me i s s p e nt i n a se a t e d p o s i t i o n . W ork e n ta i l s k e y b o ar d i ng a n d m a n u al d e x ter i t y , a n d a l s o e n t a il s r e g u l ar r e a c h i n g , s tretch i n g, a nd li f t i n g o f s ta n d ard s u p p l i es a n d m at e ri a l s .

P H Y S ICAL R E Q U I R E M E N T S :

1 .  M u s t s i t f o r ex t e n de d p er i o d s of t i m e , s t a n d, or wa l k , a s n e c e ss ar y .
2.   M u s t s tretch, r e a c h, or l i ft o b j e c ts or ma t eri a l s t h a t m ay be up t o 25 p o u nd s i n w e i g ht.
3.   M u s t p er f orm m u l t i p l e t a sk s re q u i ri ng m a n u a l d e x ter i ty at the s a me t i m e.
4.   A b i l i ty to cr o u c h a n d/ o r k n e e l .
5.   M u s t wr i t e l e g i b l y , s p e ak c l e arly a nd c o n c i s e l y .
6.   M u s t h e ar, u n d e rs t a n d , a nd re s p o n d to v er b al i nf o r m a t i o n i n p er s o n , b y p h o n e, i n cl u d i ng d i f f i c u l t to u n d er s t a nd c a l l ers i n a c o urte o us a n d p r of e ssi o n a l m a n n e r .
7.   A b i l i ty to c o o r d i n ate use o f h a n d s , e y e s , a nd o ne or b oth fe e t i n o p erat i on of a u to m o b i l e , a s w e l l as v ari o us o f f i c e e q u i p m e n t .
8.   M u s t s e e , r e a d , a n d u n d er s ta n d w r i tt e n i nf o r ma t i on a n d i n s tru c t i o n s .
9. M u s t t h i nk a n d a p p l y j u d g m e nt, d i scr et i o n, a nd i n i t i at i v e i n a cc o m p li s h i ng w o rk .
10. M u s t e n g a g e i n i nt er p e rs o n al i n tera c t i o n s a nd c o m p l a i nts t h a t c o u l d b e stre ss ful or s e n s i t i v e i n n at u r e.

W O RK S C H E DU L E :
The re g u l ar work we e k i s M o n d a y t h r o u gh F ri d a y , 8 : 00 am – 5: 00 p m, w i th o n e h o ur off f or l u n c h . A d d i t i o n al t i me m a y be re q u i r e d a f ter r e g u l ar h o urs a n d on w e e k e n d s .

TRAV E L R E Q U I R E M E N T S :

1.    L i m i t e d t r a v e l - A b i li ty t o t r a v el f o r m e e t i n gs a n d tra i n i n g m ay b e re q u i r e d.
2.    Ov ern i g h t tra v el m a y b e r e q ui r e d.

P R E - E M P L O Y M E NT R E Q UIR E M E N T S :
M u s t p a s s a b a ck gro u nd i n v e s t i g a t i on i n c l u d i n g w o r k h i s tor y , cr i m i n a l re c ord s , d r i v i ng re c o r ds a n d ot h er r e c ords d e e m e d n e c e ss ar y .
C O NDI T I O NS O F C O N T IN U E D E M P L O Y M E N T :
Can d i d a tes m u s t h a v e a n d m a i nt a i n a sat i s f a c tory dr i vi ng re c ord a n d i n s ur a b i li ty i n ac c ordance w i th
the C i t y ’ s i n s uran c e car ri er.

D E AD L I N E TO S UB M IT R E Q UI R E D A PP LI C A T I O N : F i rs t re v i ew o f a p p l i c a n ts i s by 5 : 00 p . m. December 1 ST, 2025 , t h en b i - w e e k l y t h e r e af t er. P o s i t i o n t o r e m a i n o p en u nt i l f i l l e d . A p p l i c a n t m ay   s u b m i t re q u i r ed a p p li c a t i on directly to H u m an R e s o ur c es at C i ty H a l l , 1028 Com m u n i ty W a y , P or t a l e s , NM 88130,  o n l i n e a t , or through the various websites where the City of Portales job postings may be found.

The C i ty of P ort a l es i s an E q u a l O p p ortu n i ty E m p l o y er a n d Dr u g F r ee W or k p l a c e.

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