Human Resources Clerk

County of San Juan (NM); New Mexico; On-site; USD 36,000 - 48,000; Full time

Job summary

County of San Juan (NM) seeks an HR Administrative Assistant to provide clerical support to the Human Resources Department, handle front-office duties, assist with recruitment and onboarding, and manage personnel records with confidentiality.

Qualifications include a high school diploma or GED, 1 year of administrative and customer service experience, and a NM driver’s license. Hours are Mon–Thu, 7:00 am–5:30 pm, in office.

Qualifications

• High School Diploma or GED required; college degree in HR or related field preferred.
• 1 year of administrative/clerical office experience.
• 1 year of direct, front-facing customer service experience.
• Valid New Mexico driver's license or ability to obtain within 6 months.

Responsibilities

• Provide front-office support, monitor HR lobby, and direct visitors.
• Review and route incoming communications; inform staff of HR matters.
• Explain employment process, job opportunities, and general HR requirements.
• Schedule appointments, meetings, training, and testing.
• Perform routine mail runs and distribute correspondence.
• Monitor and replenish office and HR supplies; notify staff as needed.
• Assist with recruitment materials and recruitment events.
• Assist with initial review of applications for minimum qualifications.
• Prepare onboarding materials and new hire orientation materials.
• Assist with I-9 records compliance and employment eligibility.
• Back up HRIS, E-Verify, and employment verification processes.
• Back up identification card system tasks including photos and cards.
• Create and file new hire personnel files; maintain confidentiality.
• Support personnel file access, copying, and filing; aid with file audits.
• Assist with routine personnel actions and data entry as directed.
• Support MVD Driver Monitoring Program information entry and follow-up.
• Prepare periodic HR reports and respond to information requests.
• Distribute monthly reports on promotions, transfers, and hires.

Skills

Front-office support

Customer service

Record keeping

Data entry

Confidential information handling

Education

High School Diploma or GED

HR-related college degree preferred

Tools

ERP system

I-9 records handling

Job description

Under general supervision of the Deputy Human Resources Director, performs a variety of administrative and clerical duties to support the Human Resources Department. Provides customer service to County employees, applicants, and the public; assists with recruitment, onboarding, personnel records, benefits and retirement administration; maintains confidential information and records; and provides general administrative support to the Human Resources team.

Position is located at 100 S. Oliver Dr., Aztec, NM 87410. Hours are Monday through Thursday, in office, from 7:00 am to 5:30 pm. (4 days/ 10 hours per day).

• High School Diploma or GED equivalent. College degree in human resources or closely related field is preferred.
• One (1) year of administrative and/or clerical office experience.
• One (1) year of experience providing direct, front-facing customer service to employees, applicants, customers, clients, or members of the public in a professional setting.
• Valid State of New Mexico Driver's license or able to obtain within six (6) months of employment.

• Work is performed in an office environment; may be subject to repetitive motion such as typing, data entry and vision to monitor; may be subject to extended periods of intense concentration in the review of documents and reports.
• The noise level in the work environment is usually moderate.
• Work schedule for this position may include working on religious holidays.
• Utilize, process, and navigate the County’s electronic ERP system as necessary and appropriate based on the needs and requirements of this position.

The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Provide front-office support to include monitoring the HR lobby, stopping and directing visitors.
• Review incoming phone and paper communications and disperse to the appropriate staff.
• Provide information to applicants, employees, and the public regarding the County's employment application process, job opportunities, general requirements, and other routine HR-related matters.
• Schedule appointments, meetings, training sessions, and testing activities as directed.
• Perform routine mail runs and distribute incoming and outgoing correspondence.
• Monitor office supplies and HR materials, including copier supplies, identification card materials, orientation materials, and other commonly used supplies. Notify appropriate staff when supplies need to be replenished.
• Assist with preparing recruitment materials, coordinating applicant communications, and supporting recruitment events and initiatives.
• May assist with the initial review of applications for minimum qualifications as directed under the observation of HR Generalists and in accordance with established recruitment procedures.
• Prepare onboarding materials and new hire orientation materials.
• Assist with collection of employment eligibility documentation and file/maintain I-9 records in accordance with established procedures.
• Back up to HRIS Specialist E-Verify system submittal and compliance.
• Process employment verification requests in accordance with County procedures.
• Backup for County identification card system including taking and uploading photographs and creating and distributing identification cards.
• Create new hire personnel files and accurately place in the folder and placed in file room in a timely and efficient manner. Shall maintain the confidentiality, security, and integrity of all sensitive HR information while working at workstation and when away from workstation.
• Assist with personnel file access, copy requests, and checkout procedures and refile returned files.
• Maintain organized filing systems and may be asked to assist with file audits.
• Under guidance of specialists assist with personnel and benefit file maintenance, file room upkeep, including placing documents into files.
• Assist with routine personnel action processing and data entry as directed.
• Assist with the MVD Driver Monitoring Program by entering and maintaining required information and following up on out-of-state driver's license information as directed.
• Assist with basic HR reports and information requests.
• Prepare and distribute monthly report regarding promotions, transfers, and new hires or re-hires to designated personnel.
• Assist with preparing PERA-related paperwork for new and re-hires
• May assist with benefit related administrative tasks.
• Working effectively both independently and as a member of a team.
• Perform other related duties as assigned.