Administrative and Intake Specialist

Job DescriptionPosition: Administrative and Intake SpecialistDepartmentHuman Relations BureauLocationErie County CourthouseStatusPer DiemStarting Pay Rate$16.47 HourlyHours Per Week20.0Exemption StatusNon-ExemptPosting Date03/30/2026Closing Date04/14/2026Pay Grade00000Bargaining UnitPER DIEM TEMPORARY STAFFPosting Number5692Duties & ResponsibilitiesServes as the primary administrative support to the Director, managing day-to-day office operations and ensuring efficient workflow across the Commission.Provides administrative and clerical support to Commissioners, Advisory Board Members, and the Panel Attorneys as needed in the execution of official duties.Coordinates office operations, including scheduling, document management, and internal communications, to ensure organizational efficiency.Serves as the first point of contact for the office by answering phones, responding to inquiries, and interacting professionally with the public, stakeholders, and partner agencies.Maintains accurate records and filing systems, including the organization, tracking, and secure handling of confidential and sensitive documents.Prepares, processes, and distributes correspondence, including handling incoming and outgoing mail. Manages certified mail and ensures proper procedures are followed for time-sensitive and legally sensitive documents.Assists with intake processes by gathering and documenting information related to alleged discriminatory practices, ensuring accuracy and completeness for review by the Director and/or Agency Attorney.Attends Commission and Advisory Board meetings, as needed, with guidance from the Director of the HRC and the current Board Chair and Secretaries; assists with preparing agendas and materials and recording and maintaining official meeting minutes.Supports communication efforts, including drafting professional correspondence, emails, and basic public-facing content as needed.Performs other administrative and operational duties as assigned to support the mission of the Commission.Knowledge, Skills, & AbilitiesDemonstrated strong organizational and time-management skills, with the ability to prioritize tasks, manage multiple responsibilities, and maintain attention to detail in a fast-paced environment.Proficiency in Microsoft Office Suite and general office technology, including document preparation, data management, and communication tools.Strong written and verbal communication skills, with the ability to interact professionally and effectively with diverse populations, including the public, staff, and external partners.Ability to handle confidential, sensitive, and legally protected information with discretion, professionalism, and sound judgment.Knowledge of office administration practices, records management, and standard operating procedures.Ability to manage mailing processes, including certified and tracked mail, with accuracy and accountability.Strong problem-solving skills and the ability to work both independently and collaboratively.Ability to analyze information, follow procedures, and produce clear, accurate documentation.Flexibility to attend evening meetings of the Commission and Advisory Board as required.Familiarity with basic social media and digital communication practices is preferred.Minimum Requirements* High School Diploma or equivalent, plus a minimum of five (5) years of progressively responsible administrative experience.Preferred Qualifications* Associate's or Bachelor's Degree in Business Administration, Public Administration, or a related field.Conditions Of Employment