MINIMUM QUALIFICATIONS AND SPECIAL REQUIREMENTS

Graduation from high school or GED, supplemented by business courses; minimum of two (2) years of experience in secretarial and administrative clerical work; or any equivalent combination of education and experience.

Valid driver’s license from state in which employee resides.

NATURE OF WORK

This is a responsible position involving the performance of delegated administrative work for the Huntington Human Relations Commission (HHRC).

Work involves responsibility for providing administrative services to the staff within HHRC and occasionally the commissioners. Work requires the exercise of considerable initiative, independent judgment and discretion in screening calls, visitors and mail; answering and disposing of requests for information; and, in general, public relations activities. New assignments and changes in policies and procedures are received in general outline, and the employee is expected to proceed with minimum supervision; however, advice and assistance are normally available. Work is reviewed for the achievement of desired results and adherence to established policies and procedures. The employee reports to the Executive Director of the HHRC.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Types correspondence and other materials from dictating machine and copy notes; prepares correspondence in accordance with established policies and procedures; types a variety of materials, including administrative and public reports for reproduction and distribution; makes various mathematical calculations.

Assists in preparing the annual budget and maintaining budget accounts; establishes and maintains filing systems; plans and maintains an adequate supply of office materials and supplies; relays important instructions and messages.

Maintains appointment schedules; screens and refers callers; provides detailed responses to information requests about programs and activities; makes travel arrangements.

Maintains attendance and calendar sheets.

Maintains various records on office activities pertaining to personnel, purchasing, travel expenses, contracts, billings, insurance, and related activities.

Acts as custodian of Commission documents and records; prepares and files Commission legal documents with government agencies; prepares notices, minutes, and resolutions for Commission meetings.

Deals with public, offering referral services; dockets cases.

Attends meetings and takes minutes; composes drafts of proceedings; prepares agenda and materials in accordance with established practices.

Promotes courtesy and professionalism throughout the City of Huntington.

Other duties as assigned.

NECESSARY KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of secretarial practices and procedures.

Thorough knowledge of English, spelling, arithmetic, and vocabulary.

Considerable knowledge of modern office practices, procedures, systems, and equipment.

Skill in the operation of typewriters, computers, calculators, and other standard office equipment.

Ability to learn City and departmental operations and organization.

Ability to make moderately complex decisions in accordance with established policies and procedures.

Ability to maintain administrative, fiscal and general records, and to prepare reports and answer questions from records.

Ability to compose correspondence on routine matters and to perform routine office management details.

Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relations problems courteously and tactfully.

Ability to handle confidential information and matters in a discreet and professional manner.

TOOLS AND EQUIPMENT USED

Motor vehicle, telephone, computer, typewriter, calculator, copy machine, and fax 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.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects and to reach with hands and arms. The employee is frequently required to sit, stand, walk, talk, see, hear, and smell.

The employee may occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderately quiet.

SUMMARY

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the City of Huntington and the employee and is subject to change by the City as the need arises.

Job Type: Part-time

Pay: $18.18 per hour

Expected hours: 20 per week

Benefits:

• Employee assistance program

Schedule:

• Monday to Friday

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Huntington, WV 25701 (Required)

Ability to Relocate:

• Huntington, WV 25701: Relocate before starting work (Required)

Work Location: In person