Hybrid On-Call Administrative Assistant at The Smith Center for the Performing Arts

Job Title:                                On-Call Administrative Assistant

Department:                          Finance

Reports to:                             Accounting Manager & Controller

Status:                                    On-Call; Non-Exempt

Hourly Rate                           $28.85

Date:                                       March 18, 2025

Summary of Duties and Responsibilities

 The Administrative Assistant reports to the Accounting Manager and Controller and provides administrative support to the Finance department and other departments as needed. This role coordinates, oversees, and administers a wide range of administrative duties in support of the overall organization, with the majority of time allocated to the Finance department. Ensures that all administrative duties are completed accurately and promptly. Seeks to incorporate new and effective ways to achieve better results to ensure efficient operation of The Smith Center (TSC). Performs a broad scope of responsibilities including processing financial documents, assisting with accounts payable and receivables, procurement, scheduling, and maintaining filing systems.

 Essential Duties and Responsibilities

• Process financial documents, including invoices, receipts, and expense reports.
• Accurately record and categorize financial transactions in the accounting system.
• Assists with accounts payable and accounts receivable functions, tracking payments and following up on outstanding invoices.
• Assist in the preparation of financial reports and statements.
• Maintain accurate and organized financial records and documentation.

• Conduct data entry tasks accurately and efficiently
• Obtain proper approval on invoices for payment.

• Process cash receipts from petty cash, box office, parking kiosks, or any other cash sources.
• Assist with other tasks within the finance department, including but not limited to account reconciliations, payroll processing, ticketing entries, and reporting.
• Collaborate with the finance team to provide administrative support for various financial tasks.
• Provides administrative support to other departments as needed.
• Maintain organized files and records, both physical and electronic.
• Perform other duties within the scope of the position.

 Required Education, and Experience

• High school diploma or equivalent
• A minimum of 5 years of relevant administrative experience
• Proficiency in Microsoft Office applications, especially Excel.
• Proven ability to multitask (work on multiple items throughout the day), and successfully adapt to changes.  
• Ability to accurately maintain the confidentiality of records, proprietary and sensitive information.

 Required Skills & Qualifications

 To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are general guidelines based on the minimum experience, knowledge, skill, and or ability required. Individual abilities may result in some deviation from these guidelines. To perform effectively in this position, the incumbent must have:

• Ability to operate independently, prioritize workload during normal work hours, and execute multiple projects simultaneously to a successful conclusion with minimal supervision/direction.

• Highly organized and superior attention to detail while coordinating and performing multiple tasks in a fast-paced environment.

• Strong level of discretion, professionalism, personal ownership, and attention to detail.
• Strong communication skills - both oral and written; ability to communicate effectively with all levels, both internally and externally.

• Ability to deal with a range of styles and behaviors. 
• Excellent attention to detail to ensure the accuracy of data entry and tracking.

• Willing to work diligently until projects and duties are complete.
• Outstanding judgment, sensitivity, and a high level of discretion.

 Computer Skills 

• Advanced knowledge of and ability to use word processing, spreadsheet, and Internet applications.
• Proficient in the use of Microsoft products, particularly Excel and Outlook is required.

 Other Skills and Abilities

• Desire and ability to accept all levels of challenges.
• Desire to work as a team player and assist when and where needed.
• Exhibit a professional appearance and demeanor. 

• Availability to work varied shifts and extended hours, including evenings, weekends, and holidays.

 Physical Job Requirements

 The physical requirements and demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• This position will require sitting for long periods, standing, bending, and walking, as well as using fine motor skills, such as finger dexterity for typing. 
• Specific vision abilities required by this job include close vision and peripheral vision.

• Ability to regularly lift, move, carry, push, and pull 50 pounds or more.
• Ability to occasionally reach, bend, twist, stoop, stack, crouch, kneel, and balance when performing job duties in varying work areas such as confined spaces. 
• Ability to physically stand, walk, and climb stairs on a consistent basis.

• This position could be exposed to loud noises, and frequent phone conversations, and requires average to above average visual acuity and hearing.
• Most of this job will be performed indoors in a climate-controlled environment.

 Certificates, Licenses, Registrations

 Must be able to qualify for licenses and permits if required by federal, state, and local regulations during the course of employment.

 The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all the responsibilities, duties, and skills required for the position.

 All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

 Only those candidates under consideration will be contacted for next steps. Please accept our utmost appreciation for your interest in our organization.

 Pay Transparency 

 To encourage pay transparency, promote pay equity, and proactively address regulations, The Smith Center for the Performing Arts will comply with all applicable state or local laws or regulations that require employers to provide wage or salary range information to job applicants and employees. The hourly rate for this on-call position is $27.00 plus retirement benefits. 

 Limitations and Acknowledgment

 The Americans with Disabilities Act requires that reasonable accommodations be made for qualified individuals to help perform the required duties and tasks of the position. Reasonable accommodation is available for qualified individuals with disabilities upon request.

 The Smith Center for the Performing Arts (TSC) is an Equal Opportunity Employer that complies with the laws and regulations set forth under EEOC. 

 Diversity, Equity, and Inclusion Mission Statement

 At The Smith Center for the Performing Arts (TSC) diversity, equity, and inclusion are at the core of who we are. Our commitment to these values is unwavering.  They are central to our mission and to our impact on the community. We know that having varied perspectives helps generate better ideas to solve the complex problems of a changing—and increasingly diverse—world. We believe that a variety of opinions, approaches, perspectives, and talents are the cornerstones of a strong and flexible organization.

 TSC strives to champion diversity, equity, and inclusion for all.