Purpose & Job Related Requirements

REPORTS TO: Facility Supervisor
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; Requires satisfactory completion of a six month probationary period
PAY GRADE: 110
SAFETY SENSITIVE: No

Purpose of Job
The purpose of this position is to support the administrative, instructional and production related activities for the assigned facility. Duties and responsibilities include, but are not limited to, maintaining computerized financial accounting records, preparing office correspondence, organizing and maintaining files, acting as liaison to division personnel, unified government personnel, community groups and the general public, administering the volunteer program and scheduling and coordinating contract laborers.

Job Related Requirements
WORK SCHEDULE Standard Hours: Weekdays from 9:00 - 6:00 p.m.
Work schedule will include some nights and weekends based on the event calendar
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Minimum Training & Experience Required to Perform Essential Job Functions

High school diploma with three years of administrative, secretarial, or related experience required; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this position.

Must possess a valid driver's license.

Associate's/Vocational/Technical degree in a related discipline is preferred.

Must be certified in First Aid/CPR or have ability to attain within 6 months of employment.

Essential Duties, Responsibilities

The Morton Theatre Arts Assistant provides support to the Facility Supervisor and Technical Staff, and serves as backup support to Athens Creative Theatre staff. This position performs administrative office and box office duties providing excellent customer service to the public, potential rental clients, and all other stakeholders. The Theatre Assistant oversees the financial operation of the box office and processes rental forms, assuring accuracy of income and expenses and preparing reconciliation reports.

Specific duties include the following.

• Clerical/Bookkeeping
  • Prepare and process cash, check, credit card, ACH transfers, and expenditures as well as maintaining records in various MS Excel databases
  • Maintain accurate records of facility usage for monthly, quarterly and annual reporting.
  • Use and maintain digital calendars for staff and client reference
• Rental Processing
  • Assist presenters with all aspects of rental process through telephone, email and in-person interactions. Schedule and attend production meetings
  • Prepare, process, organize and maintain all rental documents for each presenter including correspondence, payments (which may be received via cash, check, credit card or ACH transfer), and final invoice
• Marketing/Visual Design
  • Maintain online presence via websites, online calendars, as well as keeping social media and all print materials accurate, up-to-date and effective for their intended audiences
  • Publish Morton e-blasts and submit external newsletter material monthly.
  • Assist with the promotion of events between presenters and local media outlets.
  • Conduct facility tours for the public and potential rental clients
• Receptionist/Office Management
  • Greet and assist all customers, clients, vendors, ACC staff and Morton Theatre Corporation board members including walk-in traffic, telephone calls and email inquiries
  • Receive and route deliveries; maintain office supplies; maintain and track sign-in sheets for vendors and custodial staff
  • Prepare contracts for contract laborers (may include acquiring notary public certification); schedule assigned front-of-house contractors; distribute checks to contract labor staff
• Box Office Coordination
  • Process box office requests from rental clients; enter and maintain information in online ticketing software; process and balance box office receipts
  • Oversee daily box office operations and during events (generally nights and weekends). Hire and train box office technicians. Resolve customer ticketing and seating issues during events
• ACT and LS support
  • Assist with at least two department-wide special events annually (usually nights or weekends); participate in department meetings, training sessions and employee events
  • Provide office backup support for Athens Creative Theatre staff
• Volunteer Coordinator
  • Maintain volunteer opportunity posts in GivePulse software and access volunteer hours database.
  • Recruit, schedule and assist with training front-of-house volunteers

The following duties are normal for this job. These are not being construed as exclusive or all-inclusive. All assigned tasks will be prioritized by the supervisor according to each production schedule. Other duties may be required and assigned.

Manages the box office operations including in-person, phone, and online sales, reconciliation, settlement, ordering supplies, and scheduling

Processes and maintains rental documents and requirements including contracts, fees, deposits, and forms

Maintains the Morton Theatre physical calendar

Assists with direct marketing of the Morton Theatre and events.

Provides tours of the Morton Theatre.

Assists with duties related to the Morton Theatre Corporation
Prepares event information for the public by coordinating the calendar of events, composing, reviewing and distributing press releases and marketing materials to all targeting venues.

Prepares, drafts, reviews and revises correspondence, memoranda, calendars, reports, newsletters, forms, meeting minutes and other related program materials: organizes and maintains filing system.

Operates and coordinates box office ticket sales and reservation system, credit card purchases, handling of money through ticket sales, merchandise, and concessions: prepares and delivers bank deposits as needed.

Answers telephones, fulfills visitor requests, provides program and services information to staff community groups and the general public; and/or relays messages to appropriate personnel.

Manages promotion and marketing for the assigned facility, including website, calendar, and social media updates.

Solicits, trains, coordinates, and supervises the activities of community volunteers, ushers, ticket salespersons, and concession workers.

Attends events scheduled at the assigned facility (including evenings and weekends) to monitor activities and provide service to renters, vendors and the public ensuring a smooth event.

Maintains computerized financial accounting and purchasing records. Monitors expenditures and revenues for current budgets; compiles data as needed.

Assists in preparing monthly and annual activities reports.

Records, files, updates and maintains membership correspondences and mailing lists; prepares incoming/outgoing mail; receives and distributes division's mail or other correspondence.

Maintains inventory of operating office supplies, office machines and coordinates with division administrative secretary purchase orders and service requests as needed.

Prepares personnel and contract labor time sheets and contracts, if applicable.

Assists with community outreach programs and is liaison to civic groups as assigned.

Performs other related duties as required.

Knowledge, Skills and Abilities
Knowledge of policies, procedures, and activities of staged productions, special events, and arts management.

Knowledge of the terminology used within the department/division.

Knowledge of relevant unified government policies and procedures, accounting and bookkeeping practices and procedures and methods as required in the performance of duties.

Knowledge of the effective and efficient use of office equipment such as computers, copiers, calculators, facsimile machines, typewriters, etc.

Ability to compile, organize, prepare and maintain and assortment of records, reports and information in and effective manner and according to departmental and /or governmental regulations.

Ability to communicate effectively with supervisors, other staff members, and the public.

Ability to use independent judgment in routine and non-routine situations.

Ability to handle the required mathematical calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of job related responsibilities.

Ability to plan, organize and/or prioritize daily assignments and work activities.

Supplemental Information

Total compensation at the Unified Government includes a comprehensive set of benefits, a well established culture of wellness, and a secure retirement that set us apart as a stable Employer of Choice where you can serve and make a difference in the community.

As an Employer of Choice, we offer:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Group Accident insurance
• Critical Illness insurance
• Employer paid basic life insurance
• Contributory term life insurance
• Whole life insurance
• Employer Paid Short Term Disability
• Long Term Disability
• Employee Assistance Program
• Paid Time Off
• 13 paid holidays
• Employer Paid Pension Plan (10 years of service)
• Deferred Compensation Program with employer match
• Tuition Reimbursement Program
• Public Service Loan Forgiveness Employer – Federal Student Aid
• Robust Wellness Program – earn up to $175 per quarter for participation
• Employee Fitness Center – free for employees, spouse, and children 18+
• Free onsite health screenings (to include hearing, skin cancer, biometric screening, flu shots)
• Safety & Risk training and job related vaccinations
• Uniforms provided
• Ongoing Training Opportunities and Career Development – Government Wide Learning Management System
• Discount Admissions – ACCGov Parks, Georgia Aquarium
• Annual employee appreciation events

BENEFITS
http://www.accgov.com/434/Benefits

WELLNESS
http://www.accgov.com/wellness

CAREER DEVELOPMENT
http://www.accgov.com/index.aspx?nid=791