Description
JOB SUMMARY:
Under direction of the Executive Director or designee, perform difficult and specialized clerical work requiring knowledge of departmental operations. Maintain office supplies and break room inventory, open and close administrative reception area(s). Answer telephone calls and take accurate messages. Prepare correspondence. Sort, file, and maintain proper organization of departmental files, contracts, and correspondence. Perform other related work as required. Plan and coordinate catering and decor for select Eisemann Center special events. Supervise temporary/part-time clerical staff personnel and volunteers as needed.
ESSENTIAL JOB FUNCTIONS:
Perform clerical functions requiring considerable discretion and specialized knowledge. Answer telephone calls and take accurate messages. Communicate courteously and effectively with other City employees, officials, and the public, by telephone, in writing, and in person. Use tact and diplomacy, and maintain effective working relationships with others. Use personal computer and various software applications, including but not limited to Microsoft Excel, Word for Windows, Event Management Systems Scheduling Software and various other financial software packages. Utilize and be proficient in the use of the accounting and payroll systems. Use 10 key calculator by touch. Adapt to technological advancements readily and competently. Prepare correspondence. Sort, file, and maintain proper digital and analog organization of departmental files, contracts, and correspondence. Read difficult source documents and computer screens. Maintain and arrange Executive Director’s appointment calendar. Provide clerical assistance and support to Marketing/Development, Technical/Operations and Events Managers as needed. Process payments for settlement of client shows and handle invoices and payment for accounts receivable. Assist with budget, bookkeeping, purchasing and other financial needs of department. Efficiently and safely operate, care for, and maintain acceptable appearance of assigned equipment. Keep assigned areas clean and organized. Store and retrieve records and/or supplies from the storage areas. Maintain inventory of office supplies and order supplies as needed. Plan and coordinate catering and decor for select Eisemann Center special events. Supervise temporary/part-time clerical staff personnel and volunteers as needed.
OTHER JOB FUNCTIONS:
Notary Public certification may be required.
Requirements
REQUIRED EDUCATION, DEGREES, CERTIFICATES AND/OR LICENSES:
High School diploma or G.E.D required, including courses in clerical subjects.
EXPERIENCE, TRAINING, KNOWLEDGE, AND SKILLS:
Four (4) years of experience in general secretarial work or extensive experience in related field is required. Must have ability to: apply modern office methods and procedures; organize and maintain complex files and support systems; and to plan and schedule daily activities effectively. Must be able to maintain confidentiality. Must be able to work effectively in team environment, maintaining effective working relationships with others. Must be selfstarter, and able to work effectively without constant close supervision. Knowledge of, or experience with, cultural arts facilities and/or corporate event planning and the hospitality industry preferred.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:
May carry, hold, lift, push, and/or pull a maximum of 40 pounds. Occasional night and weekend shifts may be required. Sit and operate personal computer for extended periods of time.
