Salary: $20.61 Hourly
Location : Tuscaloosa, AL
Job Type: Part-Time
Job Number: 95490001
Department: Arts & Entertainment
Opening Date: 09/12/2023
Closing Date: 9/19/2023 5:00 PM Central
Summary
The purpose of this classification is to perform a variety of secretarial, administrative, and clerical functions for the management and staff of the Tuscaloosa Amphitheater and/or River Market.
Essential Functions
The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.
Serves as initial and primary client relations manager for public and private events by answering telephone calls and email correspondence (including 150+ events).
Assists walk-in customers with venue tours.
Develops plans and layouts for custom special events; offers referrals to third party vendors.
Ensures execution of event and venue policies, procedures, and agreements.
Prepares logs and records of documentation submitted by prospective caterers and other third-party vendors.
Maintains working relationship with City of Tuscaloosa revenue department, Tuscaloosa County Health Department, and other agencies.
Generates correspondence, notices, rosters, lists, labels, and other manual filing systems.
Performs extensive market research to determine options for protecting company assets including audio/visual equipment and software, furniture, and other equipment.
Assists with special projects and logistical planning of appropriate coverage with security, catering, bar, set-up and break down services.
Reviews third party invoicing and time clock-in and out records.
Gathers data to assess the needs, cost effectiveness, and possible available resources for new events and programs to advise clients on actions to take towards making event successful.
Recommends policies and procedures that guide and support the provision of quality services for community with private and public rental and farmers’ market services.
Conducts safety inspections of the assigned venue and take corrective actions.
Monitors and processes office supplies to ensure inventory; compose and submit purchase requests to City Venue Operations Manager for approval.
Processes incoming payments and issues receipts for sales, records payments, processes EBT/SNAP & Double-Up Food Bucks sales and enters data into computer to ensure accuracy; acts as cash handling check and balance with Assistant Operations Manager and Operations Manager.
Works a flexible schedule including evening and/or weekend events.
Works events at the city venues and facilities; resolves emergencies and/or patron problems such as medical emergencies or security incidents.
Operates audio/visual equipment including computer, PowerPoint slide shows, provides and controls sound for microphones and other outputs.
Must be able to lift 40 lbs. and assist with moving tables and chairs from storage to the venue and vice versa in order to prepare the space for client use when required.
Manages farmers’ market activities (including 50 markets per year); acts as liaison between farmers/vendors and all departments.
Maintains inventory of items needed to support market vendors and attendees.
Maintain database for required documentation throughout the market season for all farmers and vendors for compliance.
Forms and maintains relationships with musicians, schools, hospitality programs, non-profit organizations, and other guests to schedule entertainment and educational opportunities for public during markets.
Conducts periodic customer counts to assess the level of growth in market usage.
Responds to problems and complaints from the public. Provides routine information to the public regarding facility or venue operations and services.
Assists in enrolling in Farmers Market Nutrition Programs; ensures compliance with applicable farmers’ market, weather polies, and safety regulations.
Administers creation and publishing of relevant, original social media content regarding markets and marketing for private event rentals; deliberate planning and goal scheduling; development of brand awareness and online reputation; content management; cultivation of leads and sales.
Attends trainings, networking events, tradeshows, and serves on committees as an ambassador for the Tuscaloosa River Market.
Performs other related duties as required.
Minimum Qualifications
High school diploma or GED required; three years of administrative, clerical, or secretarial experience or a related field, preferably in an entertainment venue or event management environment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain a valid driver’s license.
Minimum Requirements to Perform Essential Job Functions
The following requirements are normal for this classification. Specific requirements may not apply to all positions within this classification, but are determined by the normal requirements for the particular position.
PHYSICAL REQUIREMENTS: Must be able to operate a variety of automated office equipment including telephone, computer, printer, copier, calculator, facsimile, and postage meter. Physical demand requirements are at levels of those for light to moderate work to include lifting requirements and fieldwork.
DATA COMPREHENSION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things which may include forms, reports, cash receipts, and administrative documents.
INTERPERSONAL COMMUNICATION: Requires the ability to speak with and/or signal people to convey or exchange administrative information, including receiving assignments and/or directions to co-workers or assistants as well as communicating with the general public.
LANGUAGE ABILITY: Requires ability to read a variety of administrative documentation, directions, instructions, methods, and procedures. Requires the ability to prepare and complete reports and forms with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.
INTELLIGENCE: Requires the ability to learn and understand relatively basic clerical principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.
NUMERICAL APTITUDE: Requires the ability to add and subtract; multiply and divide totals; determine percentages.
FORM/SPATIAL APTITUDE: Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment.
MANUAL DEXTERITY: Requires the ability to handle a variety of items; telephone, computer, printer, copier, calculator, facsimile, and postage meter, control knobs, switches, etc. Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities. Must have above average levels of eye/hand/foot coordination.
COLOR DIFFERENTIATION: May require the ability to discern color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with and relate to people beyond giving and receiving instructions. Must be able to adapt to and perform under minimal stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.
The City of Tuscaloosa offers a comprehensive benefits package to full-time permanent employees that includes retirement, vacation and illness leave, paid holidays, medical and dental insurance, flexible spending account, life insurance, and other supplemental insurances and deferred retirement saving plans.
For a more detailed overview of our benefits package, please visit the Employee Benefits Summary within our website or contact the Human Resource Department at (205) 248-5230.