Secretary

$51,730 - $74,360/Yr

Unclassified - Anchorage, AK

Full-time - Entry Level

Anchorage, AK

About the position

The Commission Secretary serves as the primary administrative support for the Executive Director of the State of Alaska's Human Rights Commission. This role is crucial in ensuring the smooth operation of the Commission by providing comprehensive clerical and administrative assistance to both the Executive Director and the seven volunteer Commissioners located throughout the state. The Secretary is responsible for a variety of tasks that include composing and finalizing correspondence and reports, preparing legal documents, and managing confidential personnel correspondence. This position requires a high level of discretion and professionalism, as the Secretary acts as a liaison between the agency's hearing unit and the Commissioners, maintaining a necessary separation between the two to uphold the integrity of the Commission's quasi-judicial functions. In addition to correspondence and document preparation, the Secretary is tasked with compiling and distributing meeting packets for Commission meetings, recording minutes, and ensuring compliance with open meeting requirements. The role also involves arranging statewide meetings and teleconferences, managing travel logistics for Commissioners and staff, and maintaining an organized filing system. The Secretary must handle a variety of inquiries and communications with tact and discretion, ensuring that urgent matters are prioritized appropriately. Furthermore, the position includes processing EEOC dual-filed and co-filed cases, reconciling case closures, and reporting on these closures to meet contractual obligations with the EEOC. Overall, the Commission Secretary plays a vital role in supporting the Commission's mission and facilitating its operations effectively.

Responsibilities

• Compose and finalize correspondence and reports for Executive Director's signature.
• Prepare confidential personnel correspondence for senior staff.
• Act as liaison between the agency hearing unit and Commissioners.
• Compile, prepare and distribute Commission meeting packets to Commissioners.
• Attend and record Commission meetings, draft minutes from notes and recorded transcription.
• Arrange statewide meetings and teleconferences for the Executive Director and Commissioners.
• Setup and maintain filing system; maintain inquiry records and trainings/speeches catalog.
• Arrange all transportation, accommodations, meeting space and conference registrations for Commissioners and staff.
• Coordinate scheduling of agency trainings conducted by the Executive Director and other senior staff.
• Receive and screen a wide variety of telephone calls and visitors with courtesy, discretion, and tact.
• Process EEOC dual-filed and co-filed cases and case closures.

Requirements

• Proven experience as a secretary or administrative assistant.
• Excellent written and verbal communication skills.
• Strong organizational and time management skills.
• Ability to handle confidential information with discretion.
• Proficiency in office software and equipment.

Nice-to-haves

• Experience in a government or public service environment.
• Familiarity with legal terminology and procedures.
• Knowledge of the Human Rights Commission's functions and responsibilities.

Benefits

• Competitive hourly wage ranging from $24.87 to $35.75 depending on experience.
• State benefits package including health insurance and retirement plans.