Fine Arts Secretary/Performing Arts Center Liaison

Primary Purpose:

Ensure efficient operation of the Fine Arts department/Performing Arts Center and provide clerical services for the administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

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

Experience:

Preferred 2 years secretarial experience or related field

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare department communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.
• Maintain department calendar of events.
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Assist students, teachers, and parents as needed.
• Schedule meetings and appointments and maintain calendar for director.

Accounting and Inventory

• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
• Assist with department budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
• Maintain inventory of fixed assets, equipment, and supplies.

Performing Arts Center

• Assist with planning, preparation, and setup of department meetings and events/ activities.
• Assist with Performing Arts Center (PAC) events
• Conduct routine inspections of the PAC to ensure cleanliness, safety, and operational readiness
• Maintain an inventory of PAC equipment and supplies
• Coordinate with maintenance and custodial staff for repairs, preventative maintenance, and event turnover
• Perform other duties as assigned

Other

• Sort, distribute, or deliver mail and other documents.
• Maintain confidentiality.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress