Administrative Aide – Theatre

JOB OPENING

CITY OF FARMINGTON

JOB POSTING #159: Administrative Aide - Theatre

NUMBER OF VACANCIES: 1

DEPARTMENT: Cultural Affairs

WORK LOCATION: Farmington Civic Center

HIRING RANGE: $18.08 to $28.15 per hour

PAY CLASS: G pay grade

TYPE OF POSITIONS: Regular, Full-time

DAYS WORKED: Varied

HOURS WORKED: Varied

APPLICATIONS WILL BE RECEIVED UNTIL: Open Until Filled

JOB DUTIES

ESSENTIAL DUTIES:

Reports directly to the Facilities Manager in coordination with the Artistic Director and Production Manager. The Facilities Manager is responsible for coordinating needed tasks and schedules with the Artistic Director and Production Manager to ensure clear expectations for this position.

Provides specialized administrative support to the theatre productions and programming offered through the Civic Center division (approximately 70% of time allocated to these tasks). Provides general administrative support to all other aspects of the Civic Center division (approximately 30% of allocated time).

Specialized administrative support for theatre production and programming (70% of time) includes but is not limited to:

• Coordinates rentals of the theater within the division
• Prepares and distributes communication and contracts for production casts and crew, assist with vendor registration, background checks, and other needed onboarding processes
• Coordinated travel and housing for contracted performers and crew
• Schedules and attends Production meetings
• Coordinates costume rentals/purchase
• Manages theatre production volunteers
• Assists with show program content
• Assists with box office management and sales

General administrative tasks (30% of time):

Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Civic Center staff, and assisting in the administration and operation of the department.

Works under the general supervision of the Facilities Manager. No supervision is exercised in this position.

Using excellent customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Prepares daily operations report. Reviews for accuracy before posting for technicians.

Greets the public and answers questions both in person and over the telephone. Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons. Screens incoming calls or provides requested information to the client.

Obtains booking information for major events, meetings, and theatrical performances. Prepares necessary paperwork to complete booking.

Prepares monthly billing of Civic Center patrons.

Sets up computerized ticketing information for concerts or other major theater events for ticket sales. Responsible for all ticket sales, deposits, reports and pay outs to the customer or client. Closes out cash register daily and prepares deposits.

Prepares event billings. In the case of nonpayment, follows up with second and final notices, if necessary.

Prepares monthly reports and other specialized statistical reports as assigned.

Assists with payroll and time keeping for all employees in the Civic Center division as needed.

Responsible for receiving invoices, processing FPO's, reconciling P-Card statements and processing for payment. Maintains all records related to accounts payable.

Receives and distributes incoming mail; establishes and maintains filing system.

Orders and maintains inventory of office, janitorial and concessions supplies.

Assists all other departmental staff as needed for special projects or special events.

Operates a motor vehicle to assist in carrying out the business of the department and the City.

Attendance at work is an essential function of this position.

NON-ESSENTIAL DUTIES:

May serve on various employee committees, as required and assigned.

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.

QUALIFICATIONS

This position is subject to the City's Drug and Alcohol-Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return-to-duty testing, and follow-up testing.

All applicants must provide enough information for a thorough background check.

Graduation from high school or GED equivalent required. Specialized experience in the Production or Performing Arts administration preferred.

Ability to type 60 wpm or at a rate sufficient to perform duties of job.

Valid driver's license with acceptable driving record for past three years.

Working knowledge of personal computers and software packages, including specific knowledge of Word and Excel. Ability to learn EventPro software used in booking events and meetings.

Data entry experience preferred.

Ability to provide exceptional customer service in a high-pressure situation.

Ability to communicate effectively verbally and in writing.

Ability to handle stressful situations in a busy office setting.

Ability to successfully organize, work and complete multiple tasks simultaneously.

Ability to maintain confidential, sensitive material.

Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.

Ability to operate tools and equipment listed.

Extensive background checks required.

This position has the responsibility to participate in and comply with the City's Environmental, Health, and Safety program.

TOOLS AND EQUIPMENT USED:

Personal computer including Microsoft software and Google Suite, calculator, copy machine, telephone, fax machine, and base station radio.

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 the 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 frequently required to sit; walk; talk or hear; use hand to operate tools or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

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 work environment is generally a normal office setting, but will occasionally need to assist at the outdoor amphitheater in various weather conditions.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V