Administrative Assistant I

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 & 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 Director's 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 Commission's 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 Driver's 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 occasionally 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 spanning the Michigan-Indiana border. It's the fourth-largest city in Indiana with over 100,000 residents. South Bend's flourishing collegiate community and burgeoning tech industry have built upon the foundation of the city's industrial past to create a vibrant present and a promising future. The city's 14 institutions of higher learning, including the internationally renowned University of Notre Dame, infuse South Bend with creative energy in the arts, business, and technology. Combined with recent economic growth, strong neighborhoods, an affordable cost of living, exciting recreational opportunities, and thriving arts venues make South Bend a fabulous place to live, work, and, play.

• AmeriCorps, Peace Corps, and other national service alumni who meet the required qualifications are encouraged to apply.* EOE Statement EOE/ADA Statement

The City of South Bend provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application/hiring process should contact the Legal Department's ADA Compliance Officer, Michael Schmidt, at legaldept@southbendin.gov and Human Resources at humanresources@southbendin.gov to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

The City of South Bend seeks to attract, develop, and retain the highest quality public safety officers, staff and administration. The City of South Bend is an Equal Opportunity Employer, and is committed to building a culturally diverse workplace. We strongly encourage applications from underrepresented candidates and others that will enhance our community in compliance with EO No. 1-2016 Section 1. Moreover, the City of South Bend prohibits discrimination against veterans or disabled qualified individuals, and requires affirmative action by covered contractors to employ and advance veterans and qualified individuals with disabilities in compliance with 41 CFR 60-741.5(a) and 41 CFR 60-300.5(a).

This position is currently accepting applications.

Apply Now