Administrative Assistant to Exec Director for Van Wezel Performing Arts Hall

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NOTE: The City of Sarasota is an Equal Employment Opportunity , Veteran, E-Verify and Drug Free Workplace employer. Click to view the City's Veterans Recruitment Plan . Click to view a the City's Educational Equivalency Statement.

Department:
Van Wezel Performing Arts Hall

Employee Type:
Regular

Time Type:
Full time

Salary Range:
$24.1990 - $30.8538 Hourly / $50,333.92 - $64,175.90 Annually

Job Posting Period:
December 09, 2024 - December 24, 2024 12:00 A.M.

Job Description:

Overview

To provide administrative support for a Department or Division Head assisting in handling technical and administrative functions in connection with departmental programs, such as personnel, budget, planning and operational procedures.

Essential Functions

• Assists in the coordination of all administrative functions of the department including budget, personnel, meetings and clerical duties.
  
• Prepares correspondence such as, letters, memoranda, reports, affidavits, and other materials.
  
• Completes data entry into numerous computer systems.
  
• Researches and collects information on operational and administrative problems, analyzes findings and makes reports to Department Head.
  
• Assists with the preparation and administration of the annual budget and helps maintain budget and expenditure controls.
  
• Supervises and coordinates all budgetary accounting activities and confers with department and/or Division Heads concerning acquisition and specifications for purchase of materials and equipment.
  
• Assists with the installation of new programs, procedures, methods and systems within the department.
  
• Performs fiscal, statistical and personnel studies.
  
• Conducts surveys and collects information on administrative matters; studies the findings and prepares reports.
  
• Prepares a variety of complex and confidential documents and reports.
  
• Maintains meeting minutes either electronically or with audio equipment.
  
• Coordinates and schedules meetings and conferences as directed.
  
• Coordinates all routine operational management functions within department, including purchasing, building, equipment, property inventory and disposal.
  
• Maintains complete stock of all office supplies and keeps accurate inventory of supplies and forms.
  
• Assists with department projects and tasks and works as a team member within the department.
  
• Represents department on committees or project groups as assigned.
  
• The intent of this class description is to provide a representative summary of the types of duties and responsibilities that would be required of classifications given this title and shall not be construed as a declaration of the specific duties and responsibilities of any particular position. Incumbent may be required to perform job-related tasks other than those specifically presented in this job description.
  

Additional Department Specific Responsibilities

• Manages and coordinates various calendars for the Executive Director - Outlook, desk calendar and staff out of office calendar (electronic and paper).
  
• Prepares event list for coordination with in-house caterer, Mattison’s; meets with Mattison’s and other department staff to review events and discuss catering needs.
  
• Prepares contracts and track for rentals of Hall and Grand Foyer.
  
• Conducts tours of rental spaces and fields calls for rental information.
  
• Coordinates production of Friday Fest events - researches bands and food vendors, prepares contracts, prepares band payment requests, and schedule/lead department planning meetings.
  
• Acts as liaison between rental customers and internal departments to ensure successful rental events.
  
• Receives and tracks donation requests and prepares correspondence and mailing of donations.
  

Minimum Qualifications

• Associate Degree from an accredited college or university with major course work in public, municipal, or business administration/management.
  
• Three (3) years of general office experience; or the equivalent in education, training, and experience, which would provide the necessary knowledge, skills and abilities.
  
• Ability to type at the rate of 40 words per minute is required.
  

Job Based Competencies

• Considerable knowledge of the operations of City government including city-wide computer programs (FMS, ABRA, etc.).
  
• General knowledge of the principles and practices of public administration.
  
• General knowledge of research methods and techniques, statistical methods and application and methods of report presentation.
  
• Knowledge of database utilization.
  
• Ability to utilize graphics and desktop publishing for departmental web page.
  
• Ability to express oneself clearly and concisely, orally and in writing.
  
• Ability to make decisions and to exercise resourcefulness in meeting new problems.
  
• Ability to prepare accurate, clear, complete and concise reports.
  
• Ability to analyze, interpret, and report research findings.
  
• Ability to establish and maintain effective working relationships with associates, municipal officials and the general public.
  
• Ability to operate a variety of standard office, data entry and word processing equipment.
  
• Ability to provide assistance or direction to employees on various administrative tasks.
  

Responsibility

Under the direction of and responsible to the Department Head or designated representative. Usually no supervisory responsibilities. Supervision may be exercised over subordinate clerical personnel or the preparation and completion of various projects as delegated.

Physical Requirements

This is sedentary work requiring limited physical effort. Position requires visual acuity for reviewing, checking, preparing, and maintaining written and computer files. Incumbent is required to have sufficient hearing to accurately perceive information at normal spoken word levels. Manual dexterity to operate standard office, data entry, and word processing equipment is required.

Public Contact

Effective public and governmental contacts are an essential component of this position. The incumbent interacts frequently with City Officials, other City Department Heads, employees, contractors, vendors and the general public. Contacts are for the purpose of obtaining and furnishing information, providing interpretations and explanations, responding to complaints, and similar purposes.

Retirement Benefit

The City of Sarasota made the transition to become a Florida Retirement System (FRS) employer effective December 1, 2021. To learn more about what this benefit may mean for you, please visit MyFrs.com. Please note that if you are hired to work for the City of Sarasota as an FRS employer, you will be asked to complete a form to certify your FRS status, as there may be an impact to any FRS benefit you are already receiving.

I f you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to Jake Brown our ADA Coordinator. Jake can be reached via email at Jake.Brown@sarasotafl.gov or via phone at 941-263-6299.

F or questions pertaining to general employment or job application status, please call 941-263-6476, or email HR@sarasotafl.gov

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• City of Sarasota

• (941) 263-6316

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