NBF-AA1-HRG Administrative Assistant I

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:

• Associate Degree required.

• Proven experience in an administrative or clerical role, preferably in a legal or human rights setting.

• Minimum three years' experience in clerical work.

• Ability to work independently and as part of a team.

KNOWLEDGE SKILLS AND ABILITIES:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general computer technology.

• 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.

DISCLAIMER:

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required of personnel so classified. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.