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Form of workSUMMARY : The City of South Bend seeks an eager, motivated Administrative Assistant to join the staff of its Human Rights Commission. The Administrative Assistant performs a wide range of administrative and managerial support tasks under general supervision. This position requires general knowledge of office functions, as well as the ability and desire to: interact with the public, staff, and the Commissioners; produce an accurate and polished work product, including correspondence and business documents; manage a high volume of records, data, and information in an organized and efficient manner; work with and assist a dynamic team of professionals to achieve common goals and improve quality of service to the residents of the City of South Bend and St.
Joseph County; and maintain complete confidentiality and professionalism in all matters pertaining to the South Bend Human Rights Commission. 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 legal background and/or experience in an office setting are strongly encouraged to apply.
SUPERVISION EXERCISED : None. ESSENTIAL DUTIES AND RESPONSIBILITIES: This list represents the types of duties required by the position. Specific duties will be assigned and rotated to ensure cross-training between administrative staff and coverage of all tasks as needed.
Answers multi-line telephone system and greets clients and public; takes thorough and accurate messages; screens calls and walk-in clients to determine if a valid charge exists; and directs calls appropriately; Communicates professionally. Drafts correspondence, forms, and local, state, and federal reports. Maintains extensive files and records.
Organizes supplies and files; assists with other administrative team tasks as needed. Prepares meeting notices and agendas; compiles meeting packets; attends monthly Human Rights Commission meetings; takes notes; transcribes and prepares written meeting minutes. Assists staff attorneys, Commission attorney, and public hearing officers with preparation of legal notices and documentation.
Assists with the processing and payment of invoices. Maintains staff calendars and schedules, and makes travel arrangements, plans meeting accommodations and meals, as needed or requested. Processes incoming and outgoing mail.
Recognizes processes in need of improvement, offers suggestions for improvement, and assists with implementation of improvements. Critical competencies include, but are not limited to, communication, critical thinking, accountability, and resourcefulness. NON-ESSENTIAL/MARGINAL FUNCTIONS : Assume additional duties and responsibilities as assigned or as needed.
QUALIFICATIONS: To perform this position successfully, an individual must be able to perform each essential duty in a satisfactory manner. The requirements listed herein are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE : At least three years' related work experience in an office or retail setting. A higher education degree may be considered as a substitution for experience. High school diploma or equivalent is required.
Strong preference will be given to candidates who have completed higher education and demonstrate a commitment to continuing education. Strong computer technology skills, including proficiency with Microsoft Word, Excel, PowerPoint and other business software, is required. Experience working with customers.
KNOWLEDGE, SKILLS AND ABILITIES PREFERRED: High level of attention to detail. Multi-tasking and organizational abilities. Excellent spelling, grammar, and proofreading skills.
Ability to establish and maintain effective working relationships with co-workers, supervisors, and the public; desire to produce quality work in a diverse team environment. Knowledge of rules and procedures for conducting meetings and taking notes. Ability to communicate effectively orally and in writing.
Spanish language fluency. CERTIFICATES, LICENSE, REGISTRATION: Valid Indiana Driver's License required if driving City vehicle. EQUIPMENT: Desktop computer, telephone, copier, scanner, and facsimile machine.
PHYSICAL DEMANDS: The physical demands described 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 and 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. Entire office is smoke free.
