HR Assistant

Summary :

A Human Resources (HR) Assistant assists the HR Director and is responsible for the daily administrative and HR duties of Torrance County. Assist with recruitment, record maintenance for payroll processing, and provide clerical support to all employees. An HR assistant provides office support to the HR Director by helping with tasks such as storing staff files, writing letters, emails and conducting other administrative responsibilities. They also maintain confidentiality of employee information.

Essential Duties

· Assists with yearly open enrollments

· Assists with preparing and posting position advertisements

· Assists with organizing and planning and attending job fairs and other recruitment events

· Prepares and updates flyers and brochures for recruitment purposes

· Prepares for and conducts new employee orientations.

· Reviews and prints position applications for the different departments

· Schedules interviews with applicants and contacts references for new hires

· Sits on interview panels as needed

· Ensures applications are filed and retained for required retention periods

· Supports the HR Director in establishing employees’ records in the Tyler system as well as the physical binders and folders for new hires

· Writes letters, emails and any other correspondence as required

· Maintains filing systems for employee medical files

· Makes new hire door key cards and new employee badges

· Files certifications and tracks expiration

· Will be conducting drug screenings and background checks for new hires and safety sensitive positions in house starting June of 2026

· Orders alcohol screenings post-accident for employees

· Supports the HR Director by providing information regarding employees out on Workmen’s Compensation and maintains the Workmen’s Compensation files for each employee

· Supports the HR Director in closing out terminated employees’ files and retains the files in an archive system in the HR storage room according to policies and procedures

· Ensures all information is complete and includes authorized signatures for personnel files

· Maintains I-9 and drug screening documentation and ensures accuracy of current records according to policy and procedures

· Assists with general office duties, this entails all aspects related to the HR Department

· Updates databases and performs general typing and filing as it relates to Human Resources

· Prepares new hire orientation binders with all relevant information together with the ordinance and policies and procedures

· Road Ready Certifications-ensure employees are in compliance and up to date with their road ready certifications.

· Samba – Driver’s License monitoring system. Responsible for ensuring all employees are up to date with their driver’s licenses and their information is entered into the samba system for monitoring.

· Makes copies of and/or scans correspondence or other printed materials.

· Organizes and maintains file systems and files correspondence and other records.

· Orders and maintains supplies through the required procurement process

· Monitor and Report signs of potential fraud, misconduct, waste and/or abuse in the County.

· Confidentiality: Maintain a high degree of confidentiality and compassion in high stress, often volatile, situations. Ensure sensitive documentation pertaining to employees and their files remain confidential

· Policy Guidance: Assist the HR Director with researching and interpreting county, state and federal laws and guidelines as well as with internal agency policies.

· IPRA – Compile information and respond to any and all IPRA requests

· Employee Relations: Develop and maintain positive professional relationships with Employees. Serve as a point of contact for employees for their questions, complaints or concerns.

· Support the HR Director with implementing and/or providing ideas to help improve the efficiency of the HR office as a whole.

· Any other duties as assigned.

Knowledge and Skills

· Must be able to use reason and judgment in performing essential duties

· Must be able to plan and prioritize your own work

· Must be able to read and write in English.

· Must be able to give verbal and written orders in English

· Must be able to analyze and interpret mathematical information in written or diagrammatic form.

Physical Functions

· Must be able to sit for up to 4 hours at one time or 10 hours total per workday.

· Must be able to crouch for short, intermittent periods up to a total of 30 minutes per workday, to perform such activities such as filing documents and paperwork.

· Position involves sitting as the primary work position; however, standing and walking may be required intermittently during the workday, an estimated minimum of 30 minutes at one time.

· Must be able to bend at waist minimally throughout the day.

· Must be able to use arms to carry up to 30 pounds for 20 feet and estimate of 10 times per day.

· Must have the ability to use arms to reach overhead, a weight estimated from 5-10 pounds no more than 10 times a day.

· Must be able to work with arms bent constantly throughout the workday.

· Must be able to lift 30 pounds horizontally on an occasional basis during the workday.

· Must be able to use hands and fingers to grasp/manipulate equipment, tools and materials used in the performance of essential duties. Machines may vary from hand tools used to fix voting machines to basic office supplies.

· Must be able to coordinate use of hands and eyes in operation of vehicle, use of office machinery, and assisting in working on voting machines.

Functional Analysis

· Must be able to use reason and judgement in performing essential duties

· Must be able to plan and prioritize own work, as well as work of subordinates as needed.

· Must be able to read and write in English. Must be able to communicate orally in English.

· Must be able to listen and follow directions in English. Must be able to give verbal and written orders in English.

· Must be able to analyze and interpret mathematical information in written or diagrammatic form.

· Must be able to make some decisions based on reason, sound judgement, verifiable facts and personal experience.

· Must be able to plan for long range or future projects.

· Must be able to deal with individuals and groups of people of diverse interests in emotionally charged situations.

· Materials handled when performing essential duties include a wide variety of paperwork, basic office supplies to include writing utensils, staplers, file folders etc.

Other Requirements

· Employee must comply with the safety guidelines of the employer.

Minimum Qualifications

• High school diploma or GED required.

• Valid New Mexico Driver’s License.

• Knowledge of Microsoft programs and computer knowledge.

• Ability to understand and communicate in English.

• Previous work experience in an HR office or setting.

• Considerable knowledge of County policies and procedures, office procedures and data collection.

• Experience exercising a high level of confidentiality, disseminating sensitive information, and providing exceptional service to employees as well as the public

• Create reports and compose letters.

• Ability to perform the essential duties listed below.

• Ability to work with the equipment, tools and materials listed below.