Administrative Assistant - Huntsville, United States - City of Huntsville, TX

City of Huntsville, TX

Verified Company

Huntsville, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Closes On:
June 30, 2024 at 12:00 AM CST

Location:
Wynne Home Arts Center, Huntsville, TX 77340

Department:
Economic Development

Division:
Cultural Services

Job Status:
Part-Time

Days Worked:
Sun., Mon., Tue., Wed., Thu., Fri., Sat.

Rate of Pay:
$ $18.75

Status:
Open Until Filled

The Administrative Assistant for the Wynne Home Arts and Visitor Center, in collaboration with the Cultural Arts Manager, is responsible for cultivating community and state-wide awareness of cultural services offered by the City of Huntsville.

Additionally, this position is responsible for providing administrative support to the Cultural Services Division by assisting the organization in welcoming visitors, caring for the Wynne Home, coordinating the arts service-contracts, providing detailed accounting functions, assisting the Cultural Arts Manager with volunteer coordination, conducting research projects and preparing reports, contracts and presentations.

The Administrative Assistant will also coordinate the preparations for meetings of the Huntsville Arts Commission and committees.

Responsibilities:

PRIMARY
DUTIES AND RESPONSIBILITIES:

The following duties _
_ARE NOT__ intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, positionspecific duties._

Duties and Responsibilities:

Prepares and coordinates contracts and agreements for the Wynne Home Arts and Visitor Center.
Posts meeting agendas, reserves meeting rooms, coordinates refreshments and takes meeting minutes.
Assists with marketing coordination, including social media posts and monitoring, creating and distributing items for electronic and print, placing of advertisements and marketing research.
Purchases supplies and equipment, answers phones, schedules appointments, meetings and reservations.
Generates and monitors calendars for the Wynne Home Arts and Visitor Center events and reservations. Assists in the scheduling and supervision of volunteer workers.
Maintains records and documents by filing, updating and purging according to established City record's policies.
Assists in the monitoring, cataloging and preservation of art, artifacts, and additional items inside the Wynne Home Arts and Visitor Center, the grounds and Huntsville Cultural District.
Prepares documents, gathers information and compiles reports, such as budgets and expenditures.
Maintains food handler's license and oversees kitchen area.
Helps coordinate events, as needed.
Works independently on special nonrecurring and ongoing projects.

MINIMUM QUALIFICATIONS:

Education and Experience:

Bachelor's degree preferred or equivalent combination of education and experience.
A minimum of two (2) years' experience with Microsoft Office programs (Word, Excel and PowerPoint) and Google Suite.
Strong interpersonal and communication skills with the ability to develop and maintain cooperative and professional relationships with internal and external stakeholders.

Required Licenses or Certifications:

A valid Texas Driver's License and acceptable driving record

Required Skills & Abilities:

Ability to follow and enforce safety rules and regulations to protect citizens and employees.
Ability to lead, motivate others and provide excellent customer service.
Ability to plan, prioritize, delegate and carry out work with mínimal supervision.
Ability to cooperate in a professional manner with staff, volunteers and the public.
Ability to use office equipment, such as, copy machines, scanners, calculators, computers, printers, etc.
Ability to multitask and working under pressure to meet deadlines.
Ability to read and comprehend City policies and procedures, written instructions, and general correspondence.
Ability to contribute to a positive and professional work environment, presents a positive and professional image and acts as an excellent goodwill ambassador for the department and the City.

Reasoning Abilities

Ability to define problems and deal with a variety of situations.
Ability to think quickly and use tact and diplomacy in dealing with stressful situations.
Ability to plan work and establish priorities.
Ability to use good judgement and effectively problemsolve.
Language Skills
Ability to establish and maintain effective working relationships.
Ability to communicate effectively in both written and oral form.
Mathematical Skills
Ability to calculate basic mathematical calculations with or without the aid of a calculator.
Ability to prepare and read financial reports, such as, bank deposits, budgets, etc.

Physical Demands / Work Environment:

The physical environment and the work environment described are representativ