Administrative Assistant - Cultural Arts Department

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Tue, 24 Oct 2023 16:13:48 -0600
$12.00 Hourly, Administrative Assistant - Cultural Arts Department:
General
Responsibilities:
Under the direct supervision of Cultural Arts Department Director. The Administrative Assistant provides highly skilled administrative support for the daily operation of the department. Job requires exceptional secretarial and clerical skills, needing strong organizational abilities. Employee must be able to work well under stress and be able to handle multiple tasks in spite of interruptions. Position requires mature judgment and proven ability to handle confidential, sensitive issues. Courtesy, tack and diplomacy are essential in daily contact with public and staff. Employee may use independent judgment in planning daily work activities. The incumbent's duties include the following:
Duties include, but not limited to, the following:
Serves as primary ambassador to the San Benito Cultural Heritage Museum, welcoming visitors, providing orientation and information about exhibitions.
Represents the **MEMBERS ONLY**SIGN UP NOW***. Cultural Heritage Museum to the public, volunteers, members and donors in a positive and professional manner.
Performs admissions desk duties from opening to closing to include: registering visitors and provides with information about San Benito shopping outlets, eateries, hotels, and additional City attractions.
Plan and implement duties and functions assigned by the Museum Coordinator.
Assists in the execution of museum events.
Professionally composes letters, memorandums, correspondence, and reports that may involve technical or confidential material.
Enters admissions and visitor data into a database.
Communicates with members via e-mail, phone, etc.
Maintains current contact list for e-mails.
Provides information about and sells memberships.
Handles cash and credit card transactions accurately.
Organizes and prepares department related calendars and meetings. Schedules meeting rooms, trainings, conferences, and other events as requested.
Communicates with the Museum Coordinator regarding incidents at the museum, visitor feedback and inquiry, and collections and/or exhibition items.
Follows City and Museum Management Policies and Procedures.
Assists in preparation of presentation materials both in written and electronic formats.
Collects data and produces monthly reports.
Processes department requisitions, posts to appropriate accounts and submits to Finance.
Assists in the preparation of agenda items for City Commission meetings.
Orders and receives department supplies.
Maintains confidential departmental files.
Prepares and faxes reports as necessary.
Maintains electronic and manual filing systems and records.
Creates and maintains daily roster; personnel roster, including change of address/phone number.
Performs a variety of detailed office administrative tasks.
Schedules appointments and maintains calendar.
Registers personnel for conferences and seminars; makes travel arrangements; completes travel and expense reports.
Administers the retention and destruction of files and records.
Answers telephone inquiries and routes to appropriate staff.
Prepares accurate department payroll, including overtime and submits to the Payroll department.
Reconciles bi-weekly timesheets.
Receives, stamps and distributes incoming mail; processes outgoing mail.
Operates/maintains office machines and maintains supply inventory.
Attends and seeks out training, seminars and conferences.
Strong multi-tasking and time management skills.
Performs other duties as assigned.
Minimum Requirements and Qualifications:
Proficient in Microsoft Outlook, and Microsoft Office applications.
Ability to work with computer applications including webpages and social media.
Ability to type 50 words per minute.
Willingness and ability to serve the public, staff, and volunteers.
Must possess the skills and capability to receive instruction.
Ability to demonstrate dependability and flexibility in performing job duties.
Possess and maintain a valid Texas Driver’s license.
Work well without direct supervision.
Education
High School graduate or equivalent.
Associate degree in office administration preferred.
Experience:
1 – 2 years in an administration position; experience in a Museum setting preferred.
OR
Any equivalent combination of education and experience that provides the necessary knowledge, skills, and abilities to perform the duties of this position.
Working Conditions:
Frequent reaching, sitting, standing, walking, talking, seeing, hearing, and manual dexterity.
Occasional lifting and carrying up to 25 pounds.
Work is typically performed in a standard office environment.
Additional Conditions:
May include working evenings and/or weekend hours for special projects and assignments.
Professional office attire, professional conduct, responsible judgment and the proven ability to handle confidential, sensitive situations is essential.
The statements contained in this job description reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload. 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 above noted job description is not intended to describe, in detail, the multitude of tasks that may be assigned but rather to give the associate a general sense of the responsibilities and expectations of his/her position. As the City’s demands change so will the essential functions of this position.
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