Job Information
CITY OF SOUTH BEND Administration Assistant I in South Bend, Indiana
TITLE
Administrative Assistant I
OPEN DATE
6/25/2024
FULL-TIME/PART-TIME
Full-Time
EXEMPT/NON-EXEMPT
Non-Exempt
BARGAINING / NON-BARGAINING
Non-Bargaining
DIVISION
Diversity and Inclusion
LOCATION
Human Rights Commission
REPORTS TO
Executive Director to Human Rights
SCHEDULE
Mon- Fri 8am-5pm
PAY RATE
$20 per hour
DESCRIPTION
Salary: $20 per hour
POSITION SUMMARY:Provide information management support and perform a variety of complex secretarial duties. Record keeping, administrative detail and follow up functions. Assist the Executive Director in the preparation of reports and correspondence. Coordinate employment testing program.
A high level of attention to detail and organization, multi-tasking and prioritization abilities, strong customer service and problem solving skills, solid computer technology and Microsoft Office proficiency, and good character and interpersonal skills are all essential for success in this role. Applicants with a solid clerical background, understanding of general research and writing skills, and/or experience in a legal setting are strongly encouraged to apply.
SUPERVISION EXERCISED:Not applicable
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Produce information by transcribing, formatting, inputting, editing, retrieving, copying and transmitting text, data, and graphics.
- Assist the Executive Director by reading, researching, and routing all correspondence; draft letters and documents and collect and analyze information.
- Screen calls and walk-ins to determine if a valid charge exists.
- Intake and draft complaints in Housing, Employment, Public Accommodations and Education.
- Maintain the Executive Directors schedule and calendar arranging meetings, conferences, and travel.
- Process all incoming and outgoing correspondence relating to cases being investigated by the department.
- Responsible for compiling, preparing, and distributing the Commissions monthly work product.
- Organize and oversee travel arrangements, meeting facilities, meals accommodations, etc. for Executive Director, Commissioners and staff.
- Responsible for recording and transcribing Commission minutes and creating the agenda.
- Responsible for coordinating Employment Discrimination Testing Program.
- Assist Staff Attorney, Public Hearing Officer, and Commission Attorney with preparation of legal notices and documentation.
- Responsible for maintaining office supplies inventory by checking stock; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
- Assist in compiling local, state, and federal reports. EEOC and HUD monthly, quarterly and annual reports.
- Coordinate offsite storage needs and arrange for pickup.
- Provide backup support to the Intake Coordinator.
- Maintain all files for the Executive Director and the Human Rights Commission office.
NON-ESSENTIAL/MARGINAL FUNCTIONS:Answer phones, assist customers, and perform other duties as required.
EDUCATION / QUALIFICATIONS:
- Associate Degree required.
- Minimum three years experience in clerical work.
KNOWLEDGE SKILLS AND ABILITIES:
- Must have knowledge of Microsoft Suite.
- Working knowledge of City or County government a plus.
CERTIFICATES, LICENCE, REGISTRATION:Valid Indiana Drivers License required if driving City vehicle
EQUIPMENT:Desktop and laptop computer; telephone, facsimile machine, and copier.
PHYSICAL DEMANDS:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasional y required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.
WORK ENVIRONMENT:Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate in the office. Entire office is smoke-free.
POSITION REQUIREMENTS
REQUIRED
Pre-Employment Drug screening
ABOUT THE ORGANIZATION
South Bend is the economic, educational, media, and cultural hub of a multi-county region span