Job Description
THE CITY OF PORTALES, NEW MEXICO POSITION POSTING # 2025-028
POSITION: EXECUTIVE ASSISTANT
DEPARTMENT: HUMAN RESOURCES
STATUS: EXEMPT
REPORTS TO: HUMAN RESOURCES DIRECTOR
SHIFT: FULL-TIME, REGULAR
SALARY: $17.10 - $19.23 HOURLY / $35,568 - $40,000 ANNUALLY DOE
GENERAL DESCRIPTION:
Works at the direction of the Human Resource Director. The Human Resources Executive Assistant provides administrative support to the HR department, assisting with various HR functions, including recruitment, onboarding, employee relations and benefits administration. Maintains accurate and up-to-date employee records, including personnel files and HR database. Prepares reports and compiles data for HR- related activities. Assist with the recruitment process, including posting job openings, screening applicants and scheduling interviews. Provides administrative support, including scheduling meetings, managing calendars and ordering supplies. This individual will work with numerous and varied confidential documents and reports, must maintain a high level of discretion relative to information received and disseminated.
TASKS AND RESPONSIBILITIES:
Although the following are typical of the tasks and responsibilities routinely performed, additional duties and/or responsibilities requiring comparable or lesser skills, knowledge, or dexterity may be assigned. The primary responsibilities shall be regulated by the Department Head and are not listed in any order of primary job function.
1. Performs a wide variety of typing assignments which are sometimes confidential in nature; operates computer to enter data, draft, edit, revise documents.
2. Coordinates meetings and conferences, schedules appointments, makes travel and lodging arrangements as directed.
3. Assists with a variety of scheduling and preparations including job fairs, job reviews, interviews, physical exams, background checks, and notifies unsuccessful candidates.
4. Assists with personnel files including the tracking of dates, expirations, and renewals.
5. Assists in the maintenance of the personnel files, medical files and drug & alcohol testing files in a timely systematic, and accurate manner. Maintains the confidentiality of all records.
6. Responsible to relay incoming and interoffice calls and messages – handles citizen’s requests as needed.
7. Greets and directs citizens when appropriate; answers inquiries concerning activities and operations of the department.
8. Administers required testing as part of the hiring process.
9. Other duties as assigned.
KNOWLEDGE, EXPERIENCE, AND SKILLS:
1. High school diploma or GED required. Associate’s degree in business administration, public administration, or related field preferred.
2. Two or more years’ related experience demonstrating the ability to maintain operational integrity, support department projects, and provide administrative support to a manager or department required. Experience in a human resource environment and supporting HR functions highly preferred.
3. Knowledge of personnel/human relations, basic grammar, spelling, and mathematics, and basic secretarial reference materials and resources.
4. Strong attention to detail and accuracy, with good organizational skills and the ability to work on a variety of assignments in a busy multi-tasked office.
5. Strong interpersonal and communication skills and the ability to work effectively with a wide range of people in a diverse community.
6. Ability to follow instructions whether verbal or written.
7. Communicating orally and in writing, including demonstrated skill in reading and interpreting documents, writing reports, and speaking effectively to individuals and groups.
8. Maintain cooperative professional relationships with customers, peers, supervisors, managers and the community in general, while projecting professional image through in-person and telephone interaction.
9. Operate in the Microsoft Windows environment inclusive of using Word, Excel, Outlook and Nitro.
10. Ability to learn local, state, and federal laws and procedures, especially those specific to the HR function.
11. Ability to create, compose and edit written material.
12. Knowledge of basic labor laws and HR policies preferred.
WORK ENVIRONMENT:
Work is performed in an office environment. Noise level could be quiet to moderate in work environment. Most of the time is spent in a seated position. Work entails keyboarding and manual dexterity, and also entails regular reaching, stretching, and lifting of standard supplies and materials.
PHYSICAL REQUIREMENTS:
1. Must sit for extended periods of time, stand, or walk, as necessary.
2. Must stretch, reach, or lift objects or materials that may be up to 25 pounds in weight.
3. Must perform multiple tasks requiring manual dexterity at the same time.
4. Ability to crouch and/or kneel.
5. Must write legibly, speak clearly and concisely.
6. Must hear, understand, and respond to verbal information in person, by phone, including difficult to understand callers in a courteous and professional manner.
7. Ability to coordinate use of hands, eyes, and one or both feet in operation of automobile, as well as various office equipment.
8. Must see, read, and understand written information and instructions.
9. Must think and apply judgment, discretion, and initiative in accomplishing work.
10. Must engage in interpersonal interactions and complaints that could be stressful or sensitive in nature.
WORK SCHEDULE:
The regular work week is Monday through Friday, 8:00 am – 5:00 pm, with one hour off for lunch. Additional time may be required after regular hours and on weekends.
TRAVEL REQUIREMENTS:
1. Limited travel - Ability to travel for meetings and training may be required.
2. Overnight travel may be required.
PRE-EMPLOYMENT REQUIREMENTS:
Must pass a background investigation including work history, criminal records, driving records and other records deemed necessary.
CONDITIONS OF CONTINUED EMPLOYMENT:
Candidates must have and maintain a satisfactory driving record and insurability in accordance with the City’s insurance carrier.
DEADLINE TO SUBMIT REQUIRED APPLICATION: First review of applicants is by 5:00 p.m. December 1ST, 2025, then bi-weekly thereafter. Position to remain open until filled. Applicant may submit required application directly to Human Resources at City Hall, 1028 Community Way, Portales, NM 88130, online at , or through the various websites where the City of Portales job postings may be found.
The City of Portales is an Equal Opportunity Employer and Drug Free Workplace.
Job Tags
Hourly pay, Full time, Work at office, Local area, Monday to Friday, Shift work, Night shift, Weekend work