Administrative Aide – Theatre

City of Farmington•Farmington, NM

6d•Onsite

About The Position

The City of Farmington is seeking a Regular, Full-time Administrative Aide for the Theatre department. This position will provide specialized administrative support to theatre productions and programming (approximately 70% of time) and general administrative support to other aspects of the Civic Center division (approximately 30% of time). The role reports directly to the Facilities Manager, in coordination with the Artistic Director and Production Manager. This position requires excellent customer service skills and the ability to handle stressful situations in a busy office setting.

Requirements

Graduation from high school or GED equivalent required.
Ability to type 60 wpm or at a rate sufficient to perform duties of job.
Valid driver's license with acceptable driving record for the past three years.
Working knowledge of personal computers and software packages, including specific knowledge of Word and Excel.
Ability to learn EventPro software used in booking events and meetings.
Ability to provide exceptional customer service in a high-pressure situation.
Ability to communicate effectively verbally and in writing.
Ability to handle stressful situations in a busy office setting.
Ability to successfully organize, work and complete multiple tasks simultaneously.
Ability to maintain confidential, sensitive material.
Ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public.
Ability to operate tools and equipment listed.
Extensive background checks required.
Must participate in and comply with the City's Environmental, Health, and Safety program.

Nice To Haves

Specialized experience in the Production or Performing Arts administration preferred.
Data entry experience preferred.

Responsibilities

Coordinates rentals of the theater within the division
Prepares and distributes communication and contracts for production casts and crew, assist with vendor registration, background checks, and other needed onboarding processes
Coordinated travel and housing for contracted performers and crew
Schedules and attends Production meetings
Coordinates costume rentals/purchase
Manages theatre production volunteers
Assists with show program content
Assists with box office management and sales
Performs a variety of routine and complex clerical, secretarial and administrative work in keeping official records, providing administrative support to the Civic Center staff, and assisting in the administration and operation of the department.
Prepares daily operations report. Reviews for accuracy before posting for technicians.
Greets the public and answers questions both in person and over the telephone.
Responds to inquiries from employees, citizens and others and refers, when necessary, to appropriate persons.
Screens incoming calls or provides requested information to the client.
Obtains booking information for major events, meetings, and theatrical performances.
Prepares necessary paperwork to complete booking.
Prepares monthly billing of Civic Center patrons.
Sets up computerized ticketing information for concerts or other major theater events for ticket sales.
Responsible for all ticket sales, deposits, reports and pay outs to the customer or client.
Closes out cash register daily and prepares deposits.
Prepares event billings.
In the case of nonpayment, follows up with second and final notices, if necessary.
Prepares monthly reports and other specialized statistical reports as assigned.
Assists with payroll and time keeping for all employees in the Civic Center division as needed.
Responsible for receiving invoices, processing FPO's, reconciling P-Card statements and processing for payment.
Maintains all records related to accounts payable.
Receives and distributes incoming mail; establishes and maintains filing system.
Orders and maintains inventory of office, janitorial and concessions supplies.
Assists all other departmental staff as needed for special projects or special events.
Operates a motor vehicle to assist in carrying out the business of the department and the City.