Administrative Assistant (Events and Communications Assistant)

About the role

Performs a variety of administrative support and clerical duties. Works under general supervision, independently developing work methods and sequences.

Responsibilities

• Manages and publishes the monthly Division newsletter and Quarterly Report with assistance from the Communications and Marketing Section and the Grants Section.
• Reviews and approves user-submitted events, opportunities, and other information on Arts Calendar
• Creates quick-turnaround graphic design deliverables for division events.
• Composes correspondence including emails, memos, letters, applications, notifications, reports, meeting agendas, meeting minutes, Board agenda items, and forms.
• Proofreads documentation to identify and correct errors.
• Responds to emails, public records requests, telephone calls, and related communications; resolves issues or escalates them as appropriate.
• Composes or assists in the preparation of regularly scheduled reports.
• Creates and maintains various databases and spreadsheets to facilitate report preparation and manage assets shared with internal and external partners.
• Updates and maintains office policies and procedures.
• Monitors budget expenditures to ensure funds are available in appropriate accounts for purchasing supplies, materials, and equipment.
• Reviews financial documentation (e.g., purchase orders, invoices, deposit slips, forms, cash reports) for accuracy, performs internal checks and balances, and provides documentation for audits.
• Prepares, reviews, tracks, and documents purchase orders, contracts, invoices, and payments.
• Coordinates payroll activities to ensure payroll for the assigned area is closed within deadlines.
• Follows up on special assignments, projects, and related matters to ensure timely completion and adherence to established deadlines.
• Coordinates and monitors completion of work by vendors and service providers.
• Organizes and coordinates community meetings, classes, workshops, and events, including set-up, registration, tear-down, and clean-up.
• Performs other duties as assigned.

Requirements

Requires two (2) years of technical clerical, administrative experience