Operations Administrative Assistant

Job Type
Full-time
Description
Who we are:
Scottsdale Arts was established in 1987 as a private, nonprofit 501(c)(3) and has evolved into an organization with six dynamic operating departments that span the visual and performing arts, arts education and cultural engagement. Through its six departments, Scottsdale Arts offers diverse, high-quality arts experiences to hundreds of thousands of Scottsdale residents and visitors annually in addition to fostering the active engagement of government, business, education, and the private sector in the arts.
What we offer:

• Great company culture. Flexible and remote work available, we embrace work/life balance, DEIA is part of our strategic plan, opportunities to make meaningful change, employee recognition program,
• Making an Impact. Everything you do, each day makes a difference in our community.
• Location. Located in heart of downtown Scottsdale, access to Scottsdale Civic Center, old town galleries, local restaurants, live venues and more.
• Rest and relaxation. Paid vacation, 9 Paid Holidays + 5 Floating Holidays
• Benefits. Medical, Dental, Vision, Disability, Life Insurance, FSA Account, 401K with employer match, Pet Healthcare, Gym Membership, Reciprocal membership with NARM and Local arts and culture organizations + 1 membership to share, Discounted tickets to events.
• Opportunities for Growth. Mindset of internal growth and advancement.

Summary:
Are you an organizational virtuoso with a passion for creating seamless, efficient and high impact workflows? Are you passionate about administrative support functions and believe that they are the backbone that keep operations running smoothly? Do you have a keen eye for detail, and a proactive approach? Are pivotal functions like answering phones, responding to inquiries, handling correspondence and keeping calendars straight second nature to you? Does the idea of a well-organized filing system and streamlined database with easily accessible information fill you joy? If so, then we are looking for you! Come join the Operations Department at Scottsdale Arts as the Operations Administrative Assistant.
Important Details to Know:
•Compensation: $18.00/hour - $24.00/hour DOE
•Shift/Hours: Flexible, but must be able to work evenings and weekends
•Job Type: Non-Exempt, full-time
•Covid: We require all employees to be fully vaccinated and boosted. Accommodation can be made for those with medical exemption and strongly held religious beliefs.
If you need assistance or accommodations during the recruitment process please reach out to us at Recruiting@scottsdalearts.org
Here is what you will get to do:
1. Provides a variety of administrative support functions including answering telephones, responds to inquiries, processes mail and assists with correspondence for Operations department. Develops and maintains all departmental filing systems, records, and databases
2. Coordinates regular event production meetings and distributes calendars to various departments.
3. Assists Director with compiling City C.I.P. project reports, research assignments, statistical reports, ES inventory reports, ES order submissions, Director's Visa processing, etc.
4. Performs a variety of functions in support of the logistical software EventPro including preparing quarterly attendance reports, training staff on use of software, monitors accuracy of input, follows up on questions, assisting with data entry.
5. Prepares SDS records for staff reference for Ops, ES, SMoCA Shop and wood shop.
6. Processes departmental billing documents, reviews ES overhire invoices for potential rental charges, PRFA show costs, SMoCA costs and submits check requests.
7. Coordinates and maintains facilities schedule calendar data. Prepares and distributes event calendars to area restaurants, venues and the City of Scottsdale. Prepares and distributes daily email to staff regarding activities for the day.
8. Assists Director of Operations with Annex building mgmt. issues and repair requests, as well as City of Scottsdale repair and service requests and meetings. Processes maintenance requests, assists with data entry and monitors accuracy of data utilizing the Facility Maintenance software application.
9. Enters weekly HVAC calendar to assist in regulating building temperatures.
10. Collects and tracks certificates of insurance for the departments assigned.
11. Prepares quarterly hazer permits for theater productions and submits to the City of Scottsdale Fire Marshal.
12. Maintains and updates authorized users for key accounts such as Home Depot, Ace Hardware, Lowes, and FedEx-Kinko's.
13. Assists with the drafting of operations RFP's and acts as liaison for submissions for items related to the division.
14. May serve as Event Representative for Rental events as assigned.
15. Support Operations department in preparation of major Festivals, including but not limited to, the Scottsdale Arts Festival and the Scottsdale Culinary Festival.
16. Assists Director of Operations with City Hall lot use notifications and signage.
17. Performs other duties as required.
Requirements
Here is what you will need to be successful:
1. EDUCATION: AA Degree from an accredited Community College and a minimum three years of experience in related field of work or a combination of education and experience.
2. Attributes:
•Requires attention to detail, initiative and organizational skills.
•Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
•Ability to write routine reports and correspondence.
•Ability to speak effectively before groups of customers or employees of organization.
•Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
•Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
•Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
•Ability to deal with problems involving several concrete variables in standardized situations.
•Must be able to perform daily use of computer programs, such as word processing, spreadsheets, databases, presentations, project management, and facilities management. Advance knowledge of word processing and spreadsheet software is essential. Intermediate level database, scheduler programs and Internet browser skills are highly desirable. Superior written and oral communications, organizational and interpersonal skills are essential.
3. Work Environment: Primarily office environment, Extensive computer work for majority of the day. May lift up to 20 pounds. Regularly required to sit, stand and walk; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear; use hands to finger, handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Required to maintain safe working practices and procedures. The work environment includes working out of doors which can include extreme temperatures and various noise levels. Must be available to work early mornings, nights, weekends and irregular hours as business needs dictate.
4. Other requirements:
•Must possess valid driver's license and driving record which is acceptable to the organization's insurance carrier.
Bonus if you can do the following:
Bilingual Skills
Salary Description
$18.00 - $24.00 / hour DOE