Secretary

General Description

The Commission Secretary serves as secretary to the Executive Director, and also provides administrative and clerical support to seven volunteer Commissioners located throughout the state and to senior staff.

Detailed Description of Duties

• Compose and finalize correspondence and reports for Executive Director's signature, compose and finalize correspondence and legal documents for Commissioners' signature, prepare confidential personnel correspondence for senior staff, respond to requests for publications and information.

• Act as liaison between the agency hearing unit and Commissioners in their quasi-judicial role in hearing matters before the Commission, maintaining a firewall between Commissioners and staff. Prepare and finalize correspondence and legal documents for Commissioners. Forward hearing related documents to Commissioners and parties during various stages of hearing cases as required.

• Compile, prepare and distribute Commission meeting packets to Commissioners

• Attend and record Commission meetings, draft minutes from notes and recorded transcription for distribution to Commissioners.

• Arrange statewide meetings and teleconferences for the Executive Director and Commissioners in compliance with open meeting requirements, notify appropriate parties, and prepare Meeting Notices.

• Setup and maintain filing system; maintain inquiry records, and trainings/speeches catalog for executive director; maintain agency mailing lists.

• Arrange all transportation, accommodations, meeting space and conference registrations for Commissioners and staff; monitor and process all travel documents in compliance with State travel regulations.

• Coordinate scheduling of agency trainings conducted by the Executive Director and other senior staff, finalize training material, compile literature and ensure it arrives at training site on time.

• Receive and screen a wide variety of telephone calls and visitors with courtesy, discretion, and tact; ensure urgent calls get the attention they require; answer questions being cognizant of agency activities and confidentiality requirements.

• Receive, open, date stamp, screen and distribute incoming mail. Work with other admin staff to support the Investigations team in receiving, processing, generating, and mailing case documents and letters.

• Process EEOC dual-filed and co-filed cases and case closures. Reconcile and report on case closures to ensure EEOC contract numbers are met.

• Other duties as assigned.

Knowledge, Skills and Abilities

• Basic office and secretarial skills; strong oral and written communication skills with knowledge of proper typing formats, grammar, and punctuation; and professional interpersonal skills.

• Ability to handle sensitive agency, personnel and case related matters and maintain absolute confidentiality.

• Ability to organize a variety of tasks, set priorities, meet multiple deadlines, and have a high degree of accuracy.

• Knowledge of general office equipment including fax, scanner, copier, and Microsoft Office computer programs including Word, Excel, and Outlook for daily work.

A High School diploma or the equivalent

AND

Two years of clerical experience, one year of which was performing a variety of services requiring independence, judgment, and initiative in determining office needs, in prioritizing and organizing work, and in determining the appropriate action to be taken.

Note: All positions at the Alaska Human Rights Commission are in the Partially Exempt service.COVER LETTER

A cover letter is not required but preferred for this position. The cover letter should highlight your knowledge, skills, abilities, and experience as they pertain to the responsibilities listed in the job description above.

EEO STATEMENT

The State of Alaska complies with Title I of the Americans with Disabilities Act (ADA). Individuals with disabilities, who require accommodation, auxiliary aides or services, or alternative communication formats, please call (907) 465-3897 in Juneau or the TDD for the hearing impaired at (800) 770-8973. The State of Alaska is an equal opportunity employer.    Toyia Del Valle, Administrative O?cer

Alaska State Commission for Human Rights

1901 Bragaw Street, Suite 300

Anchorage, Alaska 99508

Toyia.delvalle@alaska.gov