Administrative Assistant II

Job Title

Supervisor, Event Facilities Department

Essential Job Functions:

Supervises the daily responsibilities and duties of the ticket offices at Beaumont Civic Center, Julie Rogers Theatre, Jefferson Theatre, and the clerical staff for the Event Facilities Department. Performs a variety of administrative and clerical work of a specialized, confidential and complex nature to relieve Department Director, Division Manager, technical and operation coordinators of administrative details. Handles the scheduling of events at the Community Centers and assists Department Director and Division Manager with the scheduling of events at the Beaumont Civic Center, Julie Rogers Theatre, Jefferson Theatre and other facilities.

Assists Department Director in the capacity of an event coordinator on events at Civic Center and various other facilities; schedules meetings for Department Director and attends all staff meetings; assists in the preparation of the department budget; develops office policies and procedures as needed; composes and prepares correspondence; prepares monthly schedule of events; prepares and schedules event staff and police schedules for all buildings in our division;

prepares and monitors overnight log book for security staff; prepares and types a variety of monthly reports such as attendance figures, sales tax reports, concession and catering revenues for all events and prepares graphs for comparison; develops and updates event schedule, rental information and event services provided by the Event Facilities Department on the internet; provide current event and scheduling information to support staff such as catering division and security contractors;

trains all clerical personnel on the automated phone system, payroll system, and internet. Bookkeeping experience preferred.

Other

Job Functions:

This position requires 100% on-site work. Performs other duties as required. Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

This position requires 100% on-site work. Works indoors and outdoors in various weather conditions; is exposed to extreme cold, heat and temperature swing, extreme and constant noise, subject to double shifts, overtime and extended hours on weekends and holidays.

Knowledge:
Thorough knowledge of methods and practices of box office operations, thorough knowledge of methods and practices of all clerical functions, including payroll functions; thorough knowledge of plant and equipment requirements in presenting public entertainment, attractions and conventions; knowledge of principles of organization and management of a large cultural convention facility.

Skills/Abilities:
Skilled in operation of computerized ticket office; skilled in operation of all standard office machines and software programs; excellent math skills; ability to serve and control large numbers of people effectively and to solve problems common to public assembly; ability to interpret and enforce fire and safety codes; ability to direct and supervise the work of subordinates; ability to establish and maintain good relations with promoters, clients, the public and other city personnel;

ability to communicate in the English language, both orally and in writing.

Physical Requirements:

Frequently operates a calculator, carries, holds and lifts objects weighing up to 10 lbs., files, operates a PC, sits, sorts, stands, types, walks and writes by hand; infrequently climbs, drags objects weighing up to 10 lbs., drives, pulls…