Administrative Assistant, Performing Arts Center (9888)

BASIC FUNCTION & RESPONSIBILITY: Ensure efficient operation of the Jerry Fay Wilhelm Center for the Performing Arts office and provide clerical services for PAC Staff.

QUALIFICATIONS:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills/Abilities:

• Knowledge of department and BISD policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations
• Knowledge of theater/live performance terminology
• Knowledge of audio/visual equipment and terminology, or willingness to learn
• Proficient keyboarding and file maintenance skills
• Ability to use software to develop spreadsheets, databases, and do word processing
• Ability to maintain accurate and auditable records
• Knowledge of basic accounting principles
• Ability to follow verbal and written instructions
• Ability to perform a variety of tasks often changing assignment on short notice
• Effective organizational, communication, and interpersonal skills
• Excellent communication skills and customer service skills
• Ability to solve issues and work with a diverse population, work with large crowds and young children
• Occasionally, work or meet in the evenings and/or on weekends with ample prior notice

Experience:

• Familiarity with Theatrical Terminology preferred
• Familiarity with Audio/Visual Equipment and Terminology preferred
• Familiarity with Event and Performance Venue Operations preferred

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, reports, presentations, purchase orders, payment authorizations, and other documents for the Director, Manager, and department staff in accordance with district standards and requirements.
• Compile, maintain, and file all reports, records, and other required physical and computerized documents for the department.
• Schedule appointments, maintain the Performing Arts Center calendar, and coordinate meetings, facility reservations, and related materials.
• Answer incoming calls, greet visitors, respond to routine inquiries from the public and staff, take reliable messages, and refer inquiries or concerns to the appropriate staff member.

Accounting:

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.
• Prepare estimates, quotes, invoices, purchase orders, and payment authorizations for departmental needs and outside renters in coordination with the Director and Manager.
• Order, track, and maintain inventory of supplies, program equipment, and other departmental materials.
• Assist with department budget matters, including developing and maintaining budget records under the direction of the Director and Manager.
• Assist in scheduling paid and volunteer student staff for events.

Support of Administrative, Fiscal, and/or Facilities Functions:

• Assist in the planning, organization, scheduling, and coordination of Performing Arts Center facility operations, events, and performances.
• Assist in coordinating events with internal and external representatives to prepare facilities for scheduled events.
• Assist with event setup and cleanup, including moving tables, chairs, and other items consistently.
• Assist with the setup of audio/visual equipment before, during, and after meetings or events.
• Meet regularly with the Director and Manager to determine weekly scheduling needs for events.
• Work Front of House/Reception for evening events, flexing schedule as necessary.
• Work with Bastrop ISD faculty and staff, as well as outside customers, in scheduling facility usage.
• Perform administrative duties including scheduling and attending meetings, inputting maintenance and purchase requests, and coordinating deliveries or pickup of items.

Reception and Phones:

• Communicate with BISD staff and faculty regarding scheduling meetings, facility usage, and space requirements.
• Assist patrons of the JFWPAC, including students, parents, teachers, and event guests, as needed.
• Receive incoming calls, take reliable messages, and route them to the appropriate staff.

Accounting and Inventory:

• Keep and maintain the departmental budget under the direction of the Director and Manager.
• Provide estimates, quotes, and invoices for outside renters in coordination with the Director and Manager.
• Order and maintain inventory of supplies, equipment, and program materials.
• Assist in scheduling paid and volunteer student staff for events.

Leadership and Communication Skills:

• Maintain strong working and professional relationships with BISD staff, faculty, external renters, and the community at large.
• Clearly and concisely communicate using terminology consistent with theater and live performance venues.

Other:

• Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards safely and efficiently with minimal supervision.
• Other duties as assigned.

SUPERVISION EXERCISED: None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including computer, printer, scanner, copier, and telephone
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Frequent repetitive hand motions (keyboard/mouse); occasional reaching
• Lifting: Occasional light lifting and carrying (up to 15 lbs.); may rarely require lifting of up to 25 lbs. or more, usually in a team lift
• Environment: Office environment with frequent interruptions; may involve occasional districtwide travel and extended or irregular hours during peak periods
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; manage multiple tasks and deadlines effectively

Salary : $19 - $28