Administrative Assistant

Business: Carroll County Arts Council

Location: Westminster

PART TIME • PERMANENT

Business Product/Service: Non-Profit, Arts and Entertainment

Business Address:
91 W Main Street
Westminster, Maryland 21157

Phone: (410) 848-7272

Contact Name: Stephen Strosmnider
Title: Interim Executive Director
Email: stephen@carrollcountyartscouncil.org
Website: https://carrollcountyartscouncil.org/

Job Description

BACKGROUND: At the Carroll County Arts Council (CCAC), our mission is to strengthen and enrich Carroll County, culturally and economically, by promoting the Arts, arts education, and diverse cultural expression. Through innovative programming, community collaboration, and active facilitation, we strive to integrate the arts into the everyday lives of the community. Guided by our shared team values, we create a work environment that allows us to perform at our best, individually and as a team. When we are grounded in our values of trust, camaraderie, accountability and creativity, we fuel our capacity to fulfill our promise to enrich the community.

POSITION SUMMARY: The Administrative Assistant acts as the first point of contact for patron services and is responsible for supporting the Executive Director and department coordinators with administrative functions.

EXPECTATIONS OF EMPLOYEE:
Adheres to CCAC policies and procedures
Maintains a positive and respectful attitude
Communicates regularly with supervisor
Demonstrates flexibility and efficient time management, with ability to prioritize
Consistently reports to work on time prepared to perform duties of position
Maintains confidentiality as it relates to the task at hand

ESSENTIAL DUTIES AND RESPONSIBILITIES:
Patron Services
Greet onsite visitors with a friendly and professional image
Sell gallery work or gift shop merchandise
Answer incoming telephone calls, assist when applicable, or forward to the appropriate department
Sell and process ticket sales for Arts Center events, rentals, and community groups
Process memberships, including renewal reminders and acknowledgements
Process donation payments and acknowledgements
Assist in processing camp, class, or workshop registrations
Manage the organization’s box office email account
Administrative Support
Assist the Visual Arts Coordinator with gallery labels and vendor inventory
Assist the Marketing Coordinator with quarterly newsletter and specialty bulk mailing labels
Assist the Operations Coordinator with office, janitorial, and concessions supply orders
Assist the Operations Coordinator with phone and cleaning company schedule
Assist the Executive Director with meeting preparations, including but not limited to printing packets and setting up tables
Shared Duties
Assist with organizational fundraisers and specialty events including but not limited to PEEPshow, Art in the Park, Taneytown Artisan Fest, and Festival of Wreaths
Provide general pre-event introductions to patrons
Train volunteers at events and assist in their duties as necessary
Maintain order and cleanliness of the facility
Copy, file, and general office organization

COMPENSATION AND BENEFITS:
$21 Hourly
14 Paid Holidays: Hourly non-exempt employees become eligible after they have been active with the company for three months. To ensure fair holiday compensation for Regular Part-time employees, regardless of their work schedule, they will be paid their normal hourly rate for a total of 4 hours on each holiday, regardless of whether the employee would have been scheduled to work that day.
Bi-weekly PTO accrual
3% Simple IRA match after 90 days
25% Employee discount on merchandise, gallery work, rentals, and class registration.

Job Requirements

MINIMUM REQUIREMENTS
Proficiency with Microsoft Office products including Word, Excel, Outlook, and Teams
Ability to work both independently and as part of a team
Ability to pay attention to detail and follow written procedures
Ability to solve problems of a difficult procedural, organizational, administrative, or technical nature
Ability to listen actively and respond to inquiries or concerns to comprehend and assess needs
Three years of administrative support and/or customer service
Requires criminal background check as condition of employment

PREFERRED QUALIFICATIONS
Background or experience in live events, arts and entertainment, or with non-profits preferable
Tech savvy or ability/willingness to learn software
High school diploma or general education diploma

WORK ENVIRONMENT/PHYSICAL DEMANDS
This position requires the ability to use a computer and office software, as well as office equipment traditionally found in office settings.
It also requires the ability to
Lift up-to 20 lbs.
Communicate frequently and effectively with other CCAC Staff, Board, and CCAC members, visitors, and callers.
Quickly and effectively adjust focus between multiple priorities, demands, audiences, and responsibilities.

Other Job Requirements
H.S. Diploma/GED, Medium Lifting (20lbs), Background Check required as condition of employment

Wages per hour: $21
Number of openings: 1
Overtime: YES
Benefits: NO

Days of Work:
MONDAY 10:00am – 4:30pm  TUESDAY 2:30pm – 7:30pm  WEDNESDAY 11:30am – 4:30pm  THURSDAY 2:30pm – 7:30pm  FRIDAY 11:30am – 4:30pm  SATURDAY Variations for special events, fundraisers, or organizational support  SUNDAY Variations for special events, fundraisers, or organizational support
Shift:

How to Apply: Please visit our website at https://carrollcountyartscouncil.org/about-us/#employment

APPLICATION PROCESS The Carroll County Arts Council embraces diversity and equal opportunity in a meaningful way. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe that inclusion drives innovation and allows employees to do their best work. It is our policy to provide equal employment opportunity (EEO) to all persons regardless of age, marital status, family status, sex (including pregnancy, childbirth, and related medical conditions), race, color, ancestry or national origin, citizenship status, ethnicity, sexual orientation, gender identity, disability (physical or mental), genetic information, or political or religious opinion or affiliation. Please send a thoughtful cover letter and resume to Stephen Strosnider at stephen@carrollcountyartscouncil.org. Applications will be reviewed on a rolling basis and accepted until the position is filled.

For more information about CCAC, please visit our website at https://carrollcountyartscouncil.org/about-us/#employment

Willing to Train: YES
Experience Required: YES
Experience in Months: 36 months of administrative support and/or customer service
Minimum Age: 21 & over
Closing Date: 10/31/2024