Administrative Aide – Theatre

About the role

The Administrative Aide provides specialized administrative support to theatre productions and programming (about 70% of time) and general administrative support to the Civic Center division (about 30% of time). The role reports to the Facilities Manager and works in coordination with the Artistic Director and Production Manager.

Responsibilities

• Coordinates rentals of the theater within the division
• Prepares and distributes communication and contracts for production casts and crew; assists with vendor registration, background checks, and other onboarding processes
• Coordinates 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
• Performs routine and complex clerical, secretarial and administrative work; maintains official records; provides administrative support to Civic Center staff; assists in department administration and operation
• Prepares daily operations report; reviews for accuracy before posting for technicians
• Greets the public and answers questions in person and over the telephone
• Responds to inquiries from employees, citizens and others; refers to appropriate persons when necessary
• 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 payouts to customers or clients
• Closes out cash register daily and prepares deposits
• Prepares event billings; follows up with second and final notices for nonpayment 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
• Receives invoices, processes FPO's, reconciles P-Card statements and processes 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 other departmental staff as needed for special projects or special events
• Operates a motor vehicle to assist in carrying out department business
• May serve on various employee committees as required and assigned

Requirements

• Graduation from high school or GED equivalent required
• Valid driver's license with acceptable driving record for the past three years
• Ability to type 60 wpm or at a rate sufficient to perform job duties
• 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 high-pressure situations
• 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 (personal computer, Microsoft software, Google Suite, calculator, copy machine, telephone, fax machine, base station radio)
• Extensive background checks required
• Must participate in and comply with the City's Environmental, Health, and Safety program

Skills

• Specialized experience in production or performing arts administration preferred
• Customer service skills
• Verbal and written communication
• Organizational and multitasking abilities
• Confidentiality handling
• Proficiency with Word, Excel, and EventPro
• Data entry
• Telephone etiquette
• Basic accounting/invoicing (processing FPOs, P-Card reconciliation)

Pay

Hiring range: $18.08 to $28.15 per hour (G pay grade)

Schedule

Days worked: Varied; Hours worked: Varied