Cultural Arts Administrative Assistant

Job Details

Description

JOB TITLE: Cultural Arts Administrative Assistant

DEPARTMENT: Parks, Trails and Recreation

SUPERVISOR TITLE: Cultural Arts Manager

SALARY RANGE: $19.48 - 31.26 per hour

HIRING RANGE: $19.48 - $25.37 per hour Commensurate to experience

This is a non-exempt/hourly position.

BENEFITS: Health insurance, dental insurance, vision insurance, Life and AD&D insurance, disability insurance, retirement plans with matching, employee assistance programs, education reimbursement, recreation reimbursement program, vacation accrual, sick leave and 11 paid holidays.

SCHEDULE/REMOTE/HYBRID: This position may involve working a variety of schedules, including evenings and weekends. Remote and/or hybrid schedules are not available. However, flexible scheduling may be discussed upon hire and supervisor approval.

RELOCATION: This position is located in Greenwood Village, Colorado. Relocation assistance is not provided.

REQUIREMENTS: Four years of responsible administrative or clerical experience. Equivalent to the completion of twelfth grade. Supplemental college level course work in the arts, business, accounting, bookkeeping, or a related field is desirable.

Accepting applications until 2:00 pm, Friday, February 21, 2025, or when position is filled.

To apply, click the "APPLY NOW" button.

The City of Greenwood Village welcomes your interest in the Cultural Arts Administrative Assistant position in our Curtis Center for the Arts.

As a municipal organization, Greenwood Village is a provider of emergency services. Some emergencies, including weather-related emergencies, may necessitate Greenwood Village employees to assist in areas of work that may not be directly related to the employee’s specific job function, but which will be within the physical capabilities, training, and skills of the employee.

DISTINGUISHING CHARACTERISTICS: The purpose of this service-oriented position is to meet the needs and requests of internal and external customers through the accurate and timely processing of information to ensure high quality department outcomes. The position performs a variety of highly responsible administrative, clerical, and financial duties in support of an assigned Village department; assists in planning, organizing, and coordinating support activities, operations, and functions related to the Curtis Center for the Arts; and provides general information and assistance to staff and the public. These duties are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required. The Village retains the right to modify or change the duties or essential and additional functions of the job at any time without notice.

Essential Function

• Administrative/Clerical Duties
• Receives, compiles, and organizes information for the preparation of correspondence, documents, and reports; prepares a variety of correspondence, documents, and reports. Composes confidential correspondence, documents, and reports; maintains confidentiality of information.
• Performs a wide variety of specialized technical and advanced level clerical work including maintaining accurate and detailed records, verifying accuracy of information, researching discrepancies, and recording information.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies specialized knowledge of departmental and program policies and procedures in determining completeness of applications, records, and files.
• Collects, compiles, and analyzes information and data from various sources on a variety of specialized topics related to the assigned program; checks and tabulates statistical data. Writes reports which present and interpret data, identify alternatives, and makes and justifies recommendations; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
• Provides information and assistance to the public in person and over the telephone. Responds to, resolves or directs inquiries and complaints.
• Serves as front desk support for the public; responds to inquiries; provides information; directs customers; answers the telephone; routes calls to appropriate staff. Takes messages.
• When assigned to Cultural Arts
• Provides assistance and information and responds to questions and inquiries from the public; answers incoming telephone calls; serves as first point of contact for the Curtis Center for the Arts.
• Assists with program registration, provides information about activities or exhibits.
• Processes payments from vendors and artists; data inputs information; responds to customer questions; ensures compliance with program guidelines.
• Processes class registration and schedules facility reservations for rentals and events.
• Receives art sales money; issues receipts; balances and reconciles credit card batches and deposits.
• Provides administrative and clerical support on the electronic program registration system for recreation and cultural arts; updates information; aids other departmental users.
• Provides clerical support in a variety of meetings; prepares agendas and compiles materials.
• Creates flyers, invitations, and applications for art exhibits, grand opening and other community events.
• Assists with financial record keeping; processes invoice payments; tracks expenditures
• Provides support to the Arts and Humanities Council; coordinates posting meeting agendas; assists with packet preparation; may attend night meetings once per month; takes and transcribes meeting minutes.
• Supports evening exhibit openings, lectures, or other departmental activities; assists in shopping for supplies in advance of meetings and functions; sets up and cleans up after events.
• Updates mailing/email lists, manages mailings and email blasts.
• Miscellaneous Duties
• Provides back-up support to other administrative staff.
• Performs related duties and responsibilities as required.
  
  

Position Requirements

Knowledge, Skills and Abilities

Knowledge Of

• Modern office procedures, methods, and equipment, including a computer and basic software.
• Methods and procedures of data entry.
• Basic accounting principles.
• Basic business letter writing and basic report preparation.
• Basic principles and procedures of filing and record keeping.
• English usage, spelling, grammar and punctuation.
  
  

Ability To

• Learn and adhere to applicable departmental, local, State, and Federal rules, regulations, and laws.
• Perform mathematical calculations.
• Meet schedules and timelines.
• Maintain records and prepare computer-generated reports.
• Operate and use modern office equipment including a computer.
• Type at a speed necessary for successful job performance.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain cooperative working relationships with those contacted in the course of work.
• Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties.
• Meet the physical requirements of the position including frequently sitting at a computer for several hours; walking or standing for brief periods of time; talking to and hearing customers on telephone and in person; using hands to finger through files and control objects.
• Reaching with hands and arms; and stooping, bending and kneeling.
• Maintain mental capacity which allows the capability of effectively communicating and interacting with others.
  
  

Experience And Training

• Four years of responsible administrative or clerical experience.
• Equivalent to the completion of twelfth grade. Supplemental college level coursework in the arts, business, accounting, bookkeeping, or a related field is desirable.
  
  

Equipment Utilized

View the full Cultural Arts Administrative Assistant job description

Standard office equipment, including computers with a variety of software programs.

Contact With Others

Primary internal contact is with the professional, clerical and management staff. Primary external contact is with vendors, artists, instructors, other public agencies, and the public.

Supervisory Requirements

Receives general supervision from the assigned department director or other management or supervisory staff.

The City of Greenwood Village is dedicated to the principles of the Equal Employment Opportunity Act and prohibits unlawful discrimination against applicants based on race, color, religion, sex, national origin, age over 40, physical or mental disability, veteran status, genetic information, sexual orientation or gender identity.