Office Administrator/Box Office Associate

Job Summary: Perform administrative and bookkeeping/accounting clerk duties for the Lutcher Theater; assists Executive Director with administrative duties; supports all Lutcher Theater operational functions, specifically as first backup to Box Office Manager

Essential Duties and Responsibilities:

• Assist with administrative tasks as directed by the Executive Director

• Answer and direct telephone calls; distribute mail; order supplies

• Process accounts payable and receivables; coordinate paperwork and documentation relating to authorized purchases and expenditures; enter data into specialized accounting software for described transactions

• Contact vendors for information regarding W-9 and vendor set up

• Assist Executive Director with the execution of show contract details and payments

• Work with Executive Director to prepare annual budget and auditing paperwork requested by Foundation Accounting Department

• Work with Executive Director to prepare for monthly Board meetings - ordering lunch, preparing materials and taking minutes.

• Maintain the general use petty cash box

• Assist House Manager with volunteers; communication, membership drive, application process, etc.

• Prepare concessions for shows, including purchase, stocking, setup and deposits

• Maintain small office equipment

• Maintain employee break room; purchase, stock and maintain organization of supplies

• Maintain supply room, purchase, stock and maintain organization of supplies

• Provide general administrative support for each employee and department

Box Office Associate

• Act as first backup to Box Office Manager

• Under the direction of the Box Office Manager, work with box office staff to answer phone calls, provide customer service, sell tickets and ticket subscriptions via phone and box office walk up, process exchanges and refunds

• Understand box office processes and exhibit proficiency in box office procedures

• Prepare daily deposits and sales reporting in the absence of the Box Office Manager

• Lead the Box Office effort during shows as directed by the Box Office Manager

• Assist with maintaining mailing lists for season brochure, fundraising and mailings; coordinate mail-outs

• Assist Box Office Manager with completion of documentation and delivery of payment for facility rentals

• Maintain Box Office space, maintain organization of box office space, storage and supplies

• Other duties that may be assigned

Supervisory Responsibilities: Does not have supervisory responsibilities for employees

Expectations:

1. Work functions are performed to create a high-quality theater experience

2. Support Foundation’s goals and values and further the Theater’s mission

3. Provide courteous, professional, timely and accurate service and support to all patrons, visitors, vendors, volunteers and co-workers

4. Give and welcome feedback; contribute to building a positive team spirit

5. Follow policies and procedures; maintain appropriate records; complete administrative tasks correctly and on time

6. Ensure proper, timely and complete documentation of duties

7. Follow safe work procedures; report potentially unsafe conditions; notify supervisor of damages, defects, or the need for repairs that could prevent deterioration of equipment or possible injury to employees or others

8. Observe scheduled work hours

9. Maintain proficiency in all computer related programs to perform job duties

10. Invoices are forwarded promptly and with appropriate documentation and approval

11. Adhere to financial and cash handling procedures

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education Requirements: High school diploma or GED; formal education in administrative and business/accounting functions preferred.

Experience Requirements: Minimum of seven (7) years general office and bookkeeping experience; accounts payable and/or receivable experience; successful customer service experience; experience in theater operations beneficial.

Interpersonal Skills Required: Ability to project a positive and professional image and effectively interact with a broad spectrum of people; strong customer service skills; requires personal interaction with individuals (face-to-face, telephone and via internet); may require dealing with dissatisfied, unpleasant or discourteous people; ability to display tact and discretion; use of proper telephone, office and theater etiquette skills; consistent demonstration of good judgment; and an ability to listen and learn.

Organizational Skills Required: Must be a self-starter and able to work effectively without close supervision; ability to maintain extensive records and files organized and current; ability to manage a variety of tasks, and plan, implement and prioritize workloads.

Communication Requirements: Must possess strong oral communications skills to communicate effectively with co-workers and visitors. Must be proficient in writing as it relates to routine correspondence and reports. Must be able to collaborate with others, including management and other support staff. Must be able to speak/listen/write/communicate in English. Good grammar is required.

Cognitive Skills Required: Must have ability to analyze data and other complex information to make appropriate decisions; ability to handle multiple priorities and exercise good judgment in a fast-paced environment and stressful situations. Requires being exact or highly accurate with financial transactions. Requires actions that affect the financial resources, and/or the image and reputation of the Stark Foundation.

Physical Demands: Regularly seated at a desk during work day; position requires considerable physical activity prior to and during performance when the employee is required to quickly move between floors and stand for extended periods of time; frequently communicates with patrons and volunteers; regularly lift and/or move up to 25 pounds

Work Environment: The office environment requires working in close physical proximity to other people in a bullpen style setting; while performing the duties of this job, the employee will normally work in a climate-controlled environment.

Technology Skills Required: Use of common office equipment; must maintain proficiency in all computer related programs to perform job duties; requires proficient use of Microsoft Word, Excel, and accounting software; will be trained in theater ticketing system (Choice).

Work Hours: Workweek of Monday – Friday is increased by evening and weekend hours; extended work hours are primarily required during scheduled production.

This Job Description does not necessarily constitute a complete statement of all duties and responsibilities comprising this position nor does it constitute a contract for employment.