Part-Time Administrative Assistant, J.E. Broyhill Civic Center

Caldwell Community College & Technical Institute - Hudson, NC (30+ days ago)4.2


Serves as part-time receptionist for the J.E. Broyhill Civic Center Office and Box Office. Answers phone calls and responds to requests and inquiries from public, students, employees. Assists with updating, typing and filing of various reports; maintains various spreadsheets and databases.

Some evening/weekend/holiday hours may be required. This is a part-time staff position working between 20-25 hours per week.

EXAMPLES OF DUTIES:
Essential and other responsibilities and duties may include, but are not limited to, the following:

Essential Functions:
Help serve as a receptionist; answer phone calls for Office and Box Office. Convey telephone messages; respond to requests and inquiries from public, students, faculty and staff; assist with providing routine information and giving directions.
Create/post events on digital signage.
Assist in Box Office as needed; help sell tickets, answer calls, assist with mailing of tickets and maintaining files.
Attend and assist with J.E. Broyhill Civic Center (JEBCC) and private auditorium ticketed events in Box Office. Usher JEBCC/private shows when necessary.
Assist Administrative Assistant with preparing school show charts. Assist with ushering children's shows.
Assist with maintaining files on contracts, reports, and other data; copy and gather required information as necessary; sort and file documents and records according to standard policies and procedures; input various information into computer as needed.
Assist with gathering data to prepare various reports regarding rentals, performances and marketing information.
Assist with preparing special mailings for updates to the civic center season.
Generate contracts/PSAs and invoices for catering and civic center. Copy completed requisitions, contracts, invoices, etc. Assist with maintaining of files.
Assist with preparing, mailing, and filing of User Evaluations. Enter data into computer as needed.
Assist with preparing and maintaining contracts, invoices, and reports for JEBCC Catering Group and rental events
Assist with marketing of facility and events. Put up posters; make copies of rental information, etc.
Assist with updating and maintaining Policies & Procedures Manual.
Assist with updating and distributing Civic Center event calendar.
Assist with typing and distribution of minutes for meetings.
Help to prepare and maintain various spreadsheets and databases.

Marginal Functions:
Perform other duties as assigned.
This position description covers the most essential functions and duties associated with this position. The President or appropriate supervisory personnel may assign additional duties. The College reserves the right to alter duties, responsibilities, conditions, working hours, and job title with or without notice.

QUALIFICATIONS AND WORKING CONDITIONS:
Knowledge of:
Report preparation techniques.
Modern office procedures, methods and computer equipment.
Basic mathematics principles.
Various computer software programs and networks
Alpha and numerical filing systems.

Ability to:
Compile and maintain confidential records.
Maintain the security of confidential matters.
Operate and use modern office equipment including a computer.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include the following:
Standing or sitting for extended periods of time
Lifting and carrying light to moderate objects and materials
Operating assigned equipment
Maintain effective audio-visual discrimination and perception needed for:
Making observations
Reading and writing
Operating assigned equipment
Communicating with others
Handling varied tasks simultaneously

Maintain mental capacity which permits:
Answering questions
Working with numbers
Demonstrating intellectual capabilities
Maintaining confidentiality where appropriate.
Effectively handle a work environment and conditions which involve:
Exposure to computer screens.

Environmental Conditions:
Office environment; exposure to computer screens.

Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for standing or sitting for prolonged periods of time; lifting and carrying moderately heavy materials; typing for extended periods of time.

EXPERIENCE AND TRAINING:
Experience:
Prior secretarial or administrative experience preferred.

Training:
Associate's Degree in secretarial sciences, office administration, office technology, business administration, or a related field required. Proficiency in MS Office (MS Excel and Word) required.