FirstBank Jobs

TITLE

Administrative Assistant I (Intake Coordinator)

OPEN DATE

6/12/2024

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

$22.11 per hour

DESCRIPTION

Salary - $22.11 per hour

SUMMARY:The City of South Bend seeks an eager, motivated Administrative Assistant I/Intake Coordinator to join the staff of the Human Rights Commission. The Intake Coordinator is responsible for collecting relevant information from clients and coordinating services with staff Investigators and Housing and Employment Managers. This position requires knowledge of the services provided by the Human Rights Commission, as well as the ability and desire to:

• interact with the public;
• produce an accurate and polished work product, including detailed notes, 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 provide quality services; and
• maintain complete confidentiality and professionalism in all matters pertaining to the clients of the 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.

SUPERVISION EXERCISED:None.

ESSENTIAL DUTIES AND RESPONSIBILITIES:This list represents the types of duties required by the position. Specific duties may 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 and directs calls appropriately;
• Coordinates and manages numerous records related to claims made by clients of the Human Rights Commission, interacting with the public and internal contacts appropriately and professionally.
• Drafts correspondence and other documents, including but not limited to memoranda and forms.
• Prepares meeting notes.
• Maintains extensive files and records of documents and correspondence.
• Prepares or assists with preparation of a variety of reports and assists with other administrative tasks as needed.
• Maintains calendars, schedules, and follow-up systems.
• 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, listening, time management, 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. A higher education degree or other certificate (i.e. paralegal certificate) 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.

KNOWLEDGE, SKILLS AND ABILITIES PREFERRED:

• High level of attention to detail.
• Multi-tasking and organizational abilities.
• Excellent spelling, grammar, and proofreading skills.
• Knowledge or understanding of housing and/or employment discrimination issues.
• 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 proficiency is desired but not required.

CERTIFICATES, LICENSE, REGISTRATION:Valid Indiana Drivers License required if driving City vehicle.

EQUIPMENT:Desktop or laptop computer, telephone, copier, scanner, and facsimile machine.

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