CLERICAL - CONSERVATORY SALES

CLERICAL - CONSERVATORY SALES
HOURS: 20-29 HOURS PER WEEK

SUMMARY
Working under the direct supervision of the Botanical Conservatory General Manager, the incumbent provides administrative and operational support to ensure the smooth functioning of Conservatory business operations. This includes serving as administrative assistant to the General Manager, preparing daily deposits, reconciling financial reports, assisting with rental coordination, and delivering excellent customer service to Conservatory visitors, members, and clients. The incumbent is expected to exercise good judgment, independence, initiative, and professional expertise in conducting day-to-day operations. All work duties and activities must be performed in accordance with the City safety rules and operating regulations, policies and procedures as well as federal, state, and local regulations.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the ability to interact with the public, City incumbents, and outside agencies with patience, tact, respect, and professionalism and the following. Other duties may be assigned.

Administrative & Financial Support

• Serves as the administrative assistant to the General Manager, handling scheduling, correspondence, and general organization.


• Prepares daily deposits, reconciles daily financial reports, and ensures accuracy of Point-of-Sale and admission transactions.


• Processes invoices for payment, tracks expenses, and assists in budget preparation.


• Creates and maintains facility financial, attendance, and operational reports.

Rental & Event Coordination

• Provides direct customer service to rental clients, including pursuing leads, scheduling client meetings, processing contracts, payments, and refunds.


• Coordinates with vendors and clients for event setup, tear down, and facility use.


• Processes caterer contracts, correspondence, and payments.


• Creates and maintains client databases and electronic facility schedules.


• Collects and compiles post-event surveys and feedback.

Membership & Visitor Services

• Administers membership sales, maintains membership records, and prepares communication/renewal notifications.


• Provides customer service to visitors, operates the point-of-sale system, and assists with admissions, refunds, and complimentary admission procedures.


• Ensures that guests, members, and clients receive courteous, professional, and efficient service.

Operational & Team Support

• Maintains knowledge of office equipment, Microsoft Office applications, and Point-of-Sale systems.


• Supports Botanical Conservatory events and retail operations through clerical tasks, merchandising support, or minor setup adjustments (tables, chairs).


• Inspires high performance in paid staff and volunteers through professionalism and teamwork.


• Participates fully as part of the Conservatory team, establishing positive working relationships with staff, volunteers, and the public.

MARGINAL FUNCTIONS
· Distributes mail and maintains a tidy and organized work area.
· Assists with procurement of office and facility supplies.
· Provides photography of events or programs for promotional purposes.
· Performs other related duties as required.

PERFORMANCE EXPECTATIONS
The incumbent is responsible to manage their performance in accordance with this job description and the performance expectations provided to them by management. If at any time the incumbent is unsure of their role or specific responsibilities, it is the incumbent's responsibility to refer to their job description and ask for clarification from their supervisor. Management will work with the incumbent, as needed, to ensure performance expectations are clearly communicated and performance goals are achieved.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE
High school diploma; or one to three months related experience and/or training; or equivalent combination of education and experience.

OTHER KNOWLEDGE, SKILLS and/or ABILITIES
· Spells and accurately types;
· Communicates effectively in written and oral form;
· Physical ability to perform assigned duties.

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS
Valid Indiana Driver's License

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 this 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 regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and 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.

While performing the duties of this job, the employee is occasionally exposed to wet and/or humid conditions, moving mechanical parts, outside weather conditions, and vibration. The noise level in the work environment is usually moderate.