Job Details

Job Description

The Administrative Assistant for the Wynne Home Arts and Visitor Center is responsible for providing

administrative support to the Cultural Services Division by welcoming visitors, caring for the Wynne Home,

performing detailed accounting functions, assisting with volunteer coordination, conducting research, and

preparing reports, contracts, presentations, and marketing materials. The Administrative Assistant will also

coordinate the preparations for meetings of the Huntsville Arts Commission and committees.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties are NOT intended to serve as a comprehensive list of all duties performed by all

employees in this classification, only a representative summary of the primary duties and

responsibilities. Incumbent(s) may not be required to perform all listed duties and may be required to

perform additional, position-specific duties.

Duties and Responsibilities:

Assists in preparing and coordinating contracts and agreements.

Posts meeting agendas, reserves meeting rooms, coordinates refreshments, and takes meeting

minutes.

Assists with marketing efforts, including maintaining the website and social media channels, creating

and distributing electronic and print materials, and conducting marketing research.

Purchases supplies and equipment, answers phones, schedules appointments, meetings, and

reservations, and maintains the calendar for the Wynne Home Arts and Visitor Center.

Assists with volunteer coordination.

Maintains records and documents according to established City records policies.

Assists in the monitoring, cataloging, and preservation of art, artifacts, and additional items at the

Wynne Home Arts and Visitor Center, and/or located in the Huntsville Cultural District and City of

Huntsville.

Prepares documents, gathers information, and compiles reports, such as budgets and expenditures.

Maintains a food handler certification and the kitchen area.

Assists with events as required, to include set-up and tear-down.

Works independently on special non-recurring and ongoing projects.

Flexible schedule, including Saturdays.

MINIMUM QUALIFICATIONS:

Education and Experience:

A bachelor's degree is preferred or an equivalent combination of education and experience.

A minimum of two (2) years' experience with Microsoft Office programs (Word, Excel, and PowerPoint)

and Google Suite. Additional experience with graphics programs and social media is a plus.

Strong interpersonal and communication skills with the ability to develop and maintain cooperative and

professional relationships with internal and external stakeholders.

Required Licenses or Certifications:

A valid Texas Driver's License and acceptable driving record.

Required Skills & Abilities:

Ability to follow and enforce safety rules and regulations to protect citizens and employees.

Ability to lead, motivate others, and provide excellent customer service.

Ability to plan, prioritize, delegate, and carry out work with minimal supervision.

Ability to cooperate in a professional manner with staff, volunteers, and the public.

Ability to use office equipment, such as copy machines, scanners, calculators, computers, printers, etc.

Ability to multitask and work under pressure to meet deadlines.

Ability to read and comprehend City policies and procedures, written instructions, and general

correspondence.

Ability to contribute to a positive and professional work environment, present a positive and professional

image, and act as an excellent goodwill ambassador for the department and the City.

Reasoning Abilities

Ability to define problems and deal with a variety of situations.

Ability to think quickly and use tact and diplomacy in dealing with stressful situations.

Ability to plan work and establish priorities.

Ability to use good judgment and effectively solve problems.

Language Skills

Ability to establish and maintain effective working relationships.

Ability to communicate effectively in both written and oral form.

Mathematical Skills

Ability to perform basic mathematical calculations with or without the aid of a calculator.

Ability to prepare and read financial reports, such as bank deposits, budgets, etc.

Physical Demands / Work Environment:

The physical environment and the work environment described are representative of those that must be met by

an employee to successfully perform the function of this job. Reasonable accommodations may be made to

enable individuals with disabilities to perform these functions.

Physical Environment

The duties of this job include physical activities such as climbing, reaching, standing, walking, pushing,

pulling, lifting, talking, listening, seeing/observing, and repetitive motions.

Specific vision abilities required by this job include close, distance, and peripheral vision; depth

perception, and the ability to adjust focus.

The duties of this job may require occasionally lifting objects weighing approximately 50 lbs.

Ability to stand for long periods of time.

Work Environment

Inside and outside work environment.

Repetitive activities (performance of the same physically demanding activity).

Working under distractions (telephone calls, disturbances, etc.).

Unpleasant social situations (necessity of dealing with irate or disturbed individuals).

Must be able to work weekends and on occasion evenings for events or meetings.

Exempt : No

Type : PT Employee

Department : Economic Development

Location : DEFAULT