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Administrative Assistant I

3 months ago

South Bend, United States City of South Bend Full time

Salary Range: $20 per hour_

***: Primary responsibilities include providing support to the general operations of the Morris Center Complex, administrative duties, as well as assisting venue management. The Admin Assistant will serve as the Manager on duty for specified events. The Admin Manager will exercise discretion and independent judgement in the areas of assigned responsibility.

As a leader and employee of the City of South Bend, you are called upon to serve in a manner that supports Our Core Values: Excellence, Accountability, Innovation, Inclusion, and Empowerment as you carry out our primary employee expectations: Champion Values & Organizational Pride, Champion Operational Excellence, Make Sound Decisions, Embrace Coaching and Accountability, Communicate with Excellence, Value Diverse People and Perspectives, Embrace Personal Development, Exhibit a Positive Attitude and Own Your Health, Wellness & Safety.

**SUPERVISION EXERCISED**:n/a

**ESSENTIAL DUTIES AND RESPONSIBILITIES**:

- Oversee, design, upload, and schedule Morris electronic marquee messages.
- Design and upload Morris digital boards - interior and exterior.
- Create Morris printed event fliers, Morris in house Program, Box Office posters and wall signs, restroom event signs, Fridays by the Fountain posters, banners and other signs using Photoshop computer graphics software. Request quotes and purchase orders, and coordinate distribution.
- Administrator on Morris Facebook social media to market the Morris, post info and photos, respond to patron comments and questions.
- Photograph Morris events as needed for use on Facebook and social media.
- Serve as the Manager on duty for events as scheduled, dealing with patron relations, promoter relations, security concerns, front-of-house personnel issues, lobby monitors, marquee sound.
- Provide administrative support, including a variety of routine and complex administrative duties supporting the day-to-day operations of the Morris staff.
- Responsible for initiating, composing, reviewing, typing, editing, tracking, updating, and proofing a variety of correspondence, reports, promotional fliers, staff weekly calendars, Morris Center reports for the monthly Mayor’s Department Head Meetings, signs, newsletters, flyers, and database lists.
- Assist in the updating of facility policies and procedures.
- Order administrative office supplies and maintain inventory.
- Schedule and conduct tours of the Morris Performing Arts Center.
- Schedule and escort photo and video shoots by commercial and non-commercial photographers requesting to take photos or videos at the Morris Center.

**NON-ESSENTIAL/MARGINAL FUNCTIONS**:

- Answers phones and performs other administrative duties.
- Perform other duties and assume other responsibilities as apparent or as assigned.

**EDUCATION / QUALIFICATIONS**:College degree in Communications, Administration, or Business is preferred. Quality training, and a history of outstanding experience may substitute for a college degree.

**KNOWLEDGE SKILLS AND ABILITIES**:

- Ability to organize, plan, and prioritize work, developing specific goals and plans to accomplish work.
- Ability to coordinate the work and activities of others — Getting members of a group to work together to accomplish tasks.
- Knowledge of Microsoft Suites and Photoshop.
- Working knowledge of City or County government a plus.

**CERTIFICATES, LICENSE, REGISTRATION**: N/A

**EQUIPMENT**: Desktop Computer, Laptop Computer, Telephone, Two-way radio

**SCHEDULE**:Regular business hours, and other hours as assigned per show/event schedule.

**PHYSICAL DEMANDS**: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and walk, and talk or hear. The employee is occasionally required to walk; use hands to fingers, handle or feel objects, tools or controls; and reach with hands and arms. The employee is occasionally required to climb, kneel, stoop, or balance. The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required in this job include vision and the ability to adjust focus.

**WORK ENVIRONMENT**:Work is performed in office settings, with moderate inside temperatures. The noise level in the work environment is usually quiet to moderate and noise levels may increase depending on activities or events in the facility.