Human Resources Coordinator (Internal & External)

Performs a variety of advanced level, technical, complex and routine administrative duties as needed to expedite the administrative processes and procedures needed to support the functions of the Human Resources Department.

Works under the general supervision of the Human Resources Director.

May provide immediate supervision to temporary or seasonal clerical support staff as needed or on a project-by-project basis.

Performs confidential administrative and clerical functions for Human Resources Director and other personnel including but not limited to, composing and preparing written correspondence, statistical reports, forms and data for departmental publication, statements, memoranda, and other material requiring knowledge of format and presentation and judgment as to content, accuracy and completeness.

Prepares departmental purchase documents; assures proper inventory of supplies according to established procedures; obtains quotes and reviews bids from various vendor and suppliers; may negotiate with vendors for cost savings; conducts cost analysis and reconciliations; prepares credit card reconciliations to track expenditures compared to budget; administers contracts for department.

Monitors receipt of goods to assure proper deliveries; receives and codes invoices for payment, encumbers accounts to identify obligated funds, submits invoices to finance and monitors fiscal reports to verify accuracy with department records; performs quarterly reconciliation of accounts payable.

Monitors budget and tracks expenditures in order to analyze approved budget and actual expenses to help forecast budgetary needs; assists with annual budget preparations; completes budget development as assigned; operates computer as needed to maintain various financial and accounting records; performs daily maintenance of fiscal records as needed to monitor compliance with budget constraints and allocations; apprises management of budget status.

Oversee the end-to-end recruitment process, including workforce planning, drafting and posting job advertisements, sourcing and screening candidates, conducting preliminary and panel interviews, coordinating with hiring managers, administering employment tests, checking references, and managing the offer and onboarding process. Develop talent pipelines, attend job fairs, and establish relationships with universities and professional organizations to attract top talent.

Help ensure all HR practices adhere to applicable federal, state, and local employment laws, such as FLSA, EEOC, ADA, and OSHA. Maintain meticulous HR records, support internal and external audits, and help coordinate required training (e.g., anti-harassment, workplace safety). Keep current with legislative updates and best practices, and proactively update policies as needed; may assist monitor and document risk management practices, programs and incidents.

Assists with special projects and prepares a variety of information for decision-making purposes. Performs various logistical duties to assist in research and completion of a variety of studies, reports and assignments; assists in the collection of wage and benefit data; responds to inquiries regarding Town pay practices and completes compensation surveys; responds to requests from the public related to income and employment verifications;

May assist or coordinate assigned activities related to employee recognition, training and incentive programs; schedules employee training;

May assist with scheduling and/or the open enrollment process for employee benefits; may assist in making benefit presentations and conducting employee benefit orientations; may provide basic benefit information to employees as needed.

Generates regular and ad hoc reports for topics including but not limited to headcount, turnover rates, vacancy rates, diversity metrics, compensation analysis, and other key HR indicators to inform strategic decision-making.

Assists monitor and maintain daily time clock reports; reviews employee time cards, calculates hours worked and overtime; submits to personnel for processing; monitors employee leave accrual and use to assure accurate leave accounting; prepares and distributes time sheets, prepares schedules; posts vacations; prepares list of available overtime when needed; processes vacation and sick leave and shift trade paperwork; posts schedule.

Assists internal and external customers by providing answers to common questions, disseminating public information, performing background investigations and records tracking activities, etc. as needed.

Collects data from various departmental divisions and programs; organizes information into reports and various informative documents; maintains records and report files in a complex filing system to provide easy access to records; maintains schedules and checklists; performs general bookkeeping.

Operates personal computer to enter human resources data into databases and information management programs; maintains and safeguards employee data in HRIS and physical files, ensuring data integrity and confidentiality; uses MS Word, Excel, etc. to create custom forms, charts, spreadsheets, graphs and illustrations for technical presentations by staff members.

Performs a full range of office management/administrative support duties as needed to support the Director; provides excellent front-line telephone and face-to-face customer service; monitors and addresses email and voicemail messages promptly and professionally including problem solving, general directions, detailed process/policy information and guidance to the Town Management Team.

A. Associate’s Degree in Human Resources, Business Administration, Organizational Psychology or related field of study.

AND

B. Five (5) years of progressively responsible work experience performing above or related duties;

OR

C. An equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

Advanced working knowledge of human resource management methods and practices; including HR rules, procedures and technical methods sufficient to carry out technical HR projects and analyze a variety of routine duties; budget preparation and fiscal accounting principles, practices and procedures; employment law, HR best practices and ethical standards; computer operations and various software applications related to HRIS systems, word processing, data process, spreadsheets, email (Microsoft Office preferred); modern office practices and procedures; proper grammar, spelling and punctuation, records filing systems (alphabetical and numeric files) and maintenance; telephone etiquette; interpersonal communication skills, Considerable knowledge of administrative procedures; legal processes associated with the maintenance of public records and documents; bookkeeping and basic accounting.

Skill in use of equipment including but limited to telephone, typewriter, computer, ten-key calculator, fax and copy machines, postage machine, CD player, scanner and binding machine; organizing and time management.

Ability to exercise initiative and independent judgment and act resourcefully under varying conditions; communicate effectively, verbally and in writing; follow written and oral directions; establish and maintain effective working relationships with fellow employees, elected officials, other agencies and the public; work independently in meeting deadlines and work pressures; perform basic mathematical calculations; maintain strict confidentiality related to sensitive administrative and personnel related information; perform general bookkeeping; establish and maintain comprehensive records and files; work under time pressure and deadlines; work in a fast paced environment with changing priorities; develop effective working relationships with supervisors, fellow employees and the public; meet tight deadlines; maintain a high level of confidentiality and discretion in all matters.

Incumbent of the position performs in a typical office setting with appropriate climate controls but may be required to travel occasionally for recruitment events, training workshops or to multiple Town sites. Tasks require variety of physical activities, not generally involving muscular strain, such as walking, standing, stooping, sitting, reaching and lifting fifty (50) pounds. Essential functions require talking, hearing and seeing. Common eye, hand, finger, leg and foot dexterity required to perform essential job functions but may be accommodated. Mental application utilizes memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving. Frequent interaction with employees at all levels and requires adaptability, diplomacy and the capacity to handle sensitive situations with professionalism.

APPLICATION STANDARDS AND REQUIREMENTS- If you feel you meet the minimum qualifications for the position and you have the necessary drive and ambition to be part of the Public Works Department for the Town of Taos, please submit a complete Town of Taos employment application to: Town of Taos Human Resources Department, 400 Camino de la Placita, Taos, NM 87571 or via e-mail: employment@taosnm.gov. Your application must be complete, clear, and include the correct job title and announcement number. Applications and any attachments become the official property of the Town of Taos and cannot be returned or reused after being submitted. Applications will be accepted until 5:00 P.M. on the closing date listed above.

Drug Free Workplace

EEO/ADA Compliance