NBF-AA1-HRG Administrative Assistant I

9 hours ago

South Bend, United States City Of South Bend Full time

Title NBF-AA1-HRG Administrative Assistant I Open Date 11/25/2024 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 POSITION SUMMARY: This role involves meticulous record keeping, handling administrative details, and ensuring follow-up on various functions. Provide information management support and perform a variety of complex administrative duties. Assist the Executive Director in the preparation of reports and correspondence. 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 strong clerical background, understanding of general research and writing skills, and/or experience in a legal setting are strongly encouraged to apply. Hourly: up to 20.00 ESSENTIAL DUTIES AND RESPONSIBILITIES: 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. Maintain and organize records, and databases, ensuring confidentiality and accuracy. Assist Staff Attorney, Public Hearing Officer, and Commission Attorney with preparation of legal notices and documentation. Coordinate and support the planning and execution of events, workshops, and public hearings. 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:

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