Administrative Assistant

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The position performs various complex secretarial and clerical functions for the General Manager and fulltime venue staff. The incumbent must exercise independent judgement, discretion in screening calls, visitors, and mail. Responds to requests for department information and public relations activities. The role requires strong organization, clear communication, and flexibility to handle a fast-paced, event-driven schedule. Candidates must excel at interpersonal communication, collaborative problem-solving and deliver positive customer service experiences.

Guidelines for the position consist of county and departmental policies, regulations, procedures and instructions from the supervisor. Work is reviewed for the achievement of desired results and adherence to established policies and standard operating procedures.

Work is performed in an office setting with the employee intermittently sitting, standing, or stooping. The employee must occasionally lift light objects weighing less than 25 pounds.

Contacts are typically with co-workers, county employees in other departments, vendors and members of the public.

• Establishes and maintains complex filing systems (both physical and digital), office materials and supplies.
• Responsible for ordering office and venues supplies for full-time venue staff.
• Act as the primary point of all incoming clients, vendors and guests, ensuring professional and welcoming reception environment.
• Process invoices, expense reports, payroll, credit card reconciliation, and check requests.
• Assists with general inquiries about ticket sales from patrons.
• Assume full administrative oversight of the physical workspace during team travel or absences,
• independently resolving facilities issues and managing urgent inquiries.
• Exercise high-level judgement and confidentiality in handling day-to-day administrative challenges and sensitive office communications.
• Assist General Manager with reservation inquiries, rental contracts, financial documents and rental deposits/payments for the Performing Arts Center, Hardin Auditorium and any future county owned rental venues.
• Processes and records monies received for event deposits/payments and maintains receipt of deposits.
• Maintains records on office activities relating to personnel, purchasing, insurance, travel expenses and related activities.
• Exercise discretion regarding confidential executive decisions, personnel changes, and proprietary business information encountered during daily administrative duties.
• Organize contracts, files and event documentation including event certificates of insurance.
• Performs a variety of general secretarial and clerical tasks and performs other related duties as assigned.

• Knowledge of administrative duties, practices and procedures.
• Knowledge of modern office practices, procedures, systems and equipment.
• Skilled in operations of computers and other standard office equipment.
• Ability to make moderately complex decisions according to established policies and procedures.
• Ability to maintain administrative, fiscal and general records.
• Ability to compose correspondence on routine matters and do routine office management details with referral to a supervisor.
• Ability to maintain relationships with other employees and the public to deal with public relations problems courteously and tactfully.

Ability to read, write and do mathematical calculations at a level commonly associated with the completion of high school degree or equivalent. Sufficient experience to understand the basic principles used for the major duties of the position as written in the job description. College degree and previous administrative experience are not required but preferred.

A combination of education and/or work experience may be substituted for minimum requirements.

Job  Category Performing Arts Center (PAC) Status Open Full Time/Grade 19 Salary $19.67 Per Hour/Cell…