To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements list below are representative of the knowledge, education, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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Conduct intake interviews and prepare discrimination complaints involving housing, employment, public accommodations, and education matters.
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Receive, review, process, and maintain confidential client records, complaints, case files, and supporting documentation in accordance with applicable laws, policies, and procedures.
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Manage an ongoing caseload and meet established intake and case-processing performance expectations.
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Research, monitor, and remain current on civil rights laws, discrimination statutes, regulations, and relevant case law.
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Provide professional, courteous, and responsive customer service to clients, attorneys, commissioners, community partners, and members of the public.
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Answer and direct calls through a multi-line telephone system; respond to inquiries and assist with client intake processes by drafting complaints.
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Coordinate, track, and maintain records related to discrimination claims, investigations, and Commission activities.
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Prepare, distribute, and maintain Commission meeting materials, including board packets, agendas, notices, and supporting documentation.
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Attend Commission meetings and accurately record, prepare, and maintain official meeting minutes.
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Prepare and distribute legal notices, correspondence, and case-related documentation to clients, attorneys, and other stakeholders.
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Maintain administrative, legal, and operational files for the Executive Director and the Human Rights Commission office.
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Manage and organize extensive records, correspondence, reports, and other official documents to ensure accuracy, accessibility, and compliance with record-retention requirements.
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Prepare, compile, and assist with reports, data collection, correspondence, presentations, and other administrative documents.
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Maintain, update, and monitor website content to ensure information is accurate, current, and accessible.
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Assist with the planning, coordination, and implementation of workshops, trainings, community outreach activities, and special events.
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Identify opportunities to improve processes, increase efficiency, and enhance client service; recommend and assist with implementing process improvements.
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Perform a variety of administrative and operational support functions as assigned.
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Travel locally and attend evening meetings, trainings, workshops, and Commission events as required.
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Exercise sound judgment and maintain strict confidentiality when handling sensitive client information, legal documents, and Commission records.
SUPERVISION EXERCISED:
N/A
KNOWLEDGE/ABILITY:
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Exceptional attention to detail and accuracy in managing confidential records, legal documents, case files, reports, and correspondence.
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Strong organizational, time-management, and priority-setting skills with the ability to manage multiple assignments, competing demands, and deadlines.
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Excellent oral and written communication skills, including professional business writing, proofreading, editing, and preparation of reports, correspondence, meeting notes, and presentations.
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Strong active-listening, interpersonal, and customer-service skills.
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Proficiency in Microsoft Word, Excel, PowerPoint, Canva, and other business software applications.
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Ability to work independently with minimal supervision while maintaining accountability for assigned responsibilities, projects, and caseloads.
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Strong critical-thinking, analytical, and problem-solving skills, including the ability to identify issues, evaluate alternatives, recommend solutions, and improve processes.
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Ability to exercise sound judgment, discretion, and professionalism when handling sensitive, confidential, or complex matters.
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Knowledge of office administration, records management, confidentiality requirements, and document control practices.
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Knowledge of meeting procedures, minute-taking, and maintenance of official records.
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Ability to establish, maintain, and foster positive working relationships with clients, attorneys, commissioners, community partners, stakeholders, and individuals from diverse backgrounds.
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Ability to adapt to changing priorities, workloads, and organizational needs in a fast-paced environment.
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Demonstrated initiative, self-motivation, resourcefulness, and a proactive approach to completing work and improving service delivery.
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Ability to maintain a high level of professionalism and confidentiality when interacting with the public, clients, attorneys, and organizational leadership.
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Knowledge of client service principles and administrative processes related to case management and intake functions.
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Ability to balance competing demands while maintaining quality, accuracy, and timeliness of work.
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Spanish language proficiency is desirable but not required.
EDUCATION / QUALIFICATIONS:
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Associate Degree in Business, Public Administration, Sociology, Paralegal, or similar area of study required. Bachelor’s Degree preferred.
- Minimum 2 years of experience in Civil Rights.
CERTIFICATES, LICENSES, REGISTRATIONS
Valid Driver's License required if driving City vehicle
EQUIPMENT:
Desktop or laptop computer, telephone, copier, scanner, and facsimile machine.
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.
The employee is frequently required to communicate effectively, including talking, hearing, and exchanging information. The position requires prolonged periods of sitting and frequent use of a computer and other office equipment. The employee must regularly use hands and fingers to operate standard office equipment and reach for materials. The employee may occasionally lift, carry, or move items weighing up to 25 pounds. The employee must be able to move throughout office and event environments, with or without reasonable accommodation.
Specific vision abilities required include close vision and the ability to adjust focus when working with computer screens and written materials.
The employee may occasionally travel to meetings, events, or work locations throughout the community.
WORK ENVIRONMENT:
The work environment is primarily an office setting with a moderate noise level. Occasional travel to other City facilities or work sites may be required. Entire office is smoke-free.
UNION AFFILIATION:
N/A
REQUIRED:
Pre-Employment Drug Screen
Background check
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. The City of South Bend is an at-will employer.
Essential Duty: Uphold Core Values
All employees of the City of South Bend are expected to uphold and actively demonstrate the City's Core Values in their daily work, which are summarized below:
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Excellence – Deliver high-quality service and strive for continuous improvement.
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Accountability – Take ownership of responsibilities and outcomes.
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Innovation – Seek creative solutions and embrace new ideas.
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Inclusion – Promote a respectful, equitable, and welcoming environment.
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Empowerment – Support and encourage others to grow and succeed.
This duty is fundamental to fostering a positive workplace culture and delivering exceptional public service.
These values shape our culture, inform our decisions, and inspire our work every day.
Equal Employment Opportunity & Diversity Statement
The City of South Bend is an equal opportunity employer. We do not discriminate or tolerate harassment based on race, color, religion, age, sex, national origin, disability, genetic information, veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local law. Employment decisions are based on qualifications, merit, and organizational needs. We value and celebrate diversity and are committed to fostering an inclusive workplace for all employees.
