Support Specialist 2 – Cultural Arts

DESCRIPTION

EXAMPLES OF ESSENTIAL DUTIES

Essential Functions:

• Must be able to communicate with others in spoken and written English to ensure the safe efficient operations of the business.
• Answers telephone inquiries from the public and direct calls to staff or other Departments; receives and communicates messages, oral and written, to and from citizens, customers, staff, and other City personnel.
• Creates and maintains spreadsheets, electronic and paper files, and documents.
• Processes invoices for payment; codes bills with proper account numbers and line items from the budget; scans invoices for record keeping; and enters invoices into financial software, balances invoices before releasing for approvals.
• Prepares and types correspondence, memos, reports and records pertaining to administrative information; proofreads letters/memos for typographical or spelling errors.
• Researches invoices and vendor request.
• Calculates and deposits monies and issues receipts.
• Maintain files for day-to-day operations.
• Assists with mailing of payments, through US and interdepartmental, and routes to the intended recipient; prepares packages and envelopes for mailing. Assists with third-party package carriers.
• Orders office supplies and assists with projects as requested.
• Uses computer software and performs administrative office duties as assigned.
• Performs other work as assigned.

• Performs work that involves walking or standing some of the time.
• Involves exerting up to ten (10) pounds of force on a regular and recurring basis and sustained keyboard operations.

Supplemental Information:

Job Summary:
The Administrative Assistant is responsible for supporting daily office operations and ensuring smooth administrative functions across multiple venues and productions. This role serves as a primary point of contact for visitors and callers, manages scheduling and payments, and assists staff with paperwork and coordination.

Key Responsibilities:

• Answer incoming phone calls and direct inquiries appropriately
• Greet and assist visitors in a professional and welcoming manner
• Accept payments and accurately record them in the appropriate systems
• Prepare, fill out, and send contracts to lawyers for Gateway Island and the Washington Theatre
• Manage and maintain rental schedules for Bradley, Washington Theatre, and Gateway Island
• Collect, record, and account for payments related to Perform Murfreesboro productions
• Ensure daily office operations run smoothly and efficiently
• Assist other staff members with paperwork, documentation, and administrative

TYPICAL QUALIFICATIONS

Minimum Education and Experience Requirements:

• Requires High School diploma or GED equivalent.
• Must have two (2) years of experience in office administration, clerical duties, or closely related.

Special Certifications and Licenses:

• None.