Administrative Assistant - Historical Park

Administrative Support Specialist The City of Farmers Branch is seeking an Administrative Support Specialist to provide routine administrative, clerical, and customer service support to the assigned department.Target Hiring Range: $22.52 - $25.02The purpose of this position is to provide routine administrative, clerical, and customer service support to assigned department.Essential Job Functions Essential Job Functions represent 20%-50% of working time on a regular basis, subject to the varying demand of specific functions. All functions listed below are considered essential and are expected to be completed regularly and efficiently by any incumbent. Regular, punctual, and on-site attendance is essential for all functions listed below. This position, under the direction of the Event Manager, will be responsible for the following:Provides administrative support to the activities of Venue 1842, Historical Preservation, Events, Marketing including but not limited to the following:Conducts research, analyzes data, and prepares preparation of agendas, presentations, and reports to support staff and departmental functions.Performs requisitioning, ordering, and picking up supplies; processes invoices and bills; oversees office supply inventory and orders office supplies for the facility.Maintains thorough knowledge of programs and resources available at the Historical Park.Promotes and disseminates information on events and programs hosted in the City of Farmers Branch.Provides quality customer service and assists in facilitating a safe environment for internal and external customers. This includes assisting with front desk operations; answering the phone; maintaining customer relations and resolving issues; enforcing safety and facility rules/guidelines.Assist with processing event contracts, payments, deposits, and invoices.Manage Historical Park, Venue and events bookings, meetings on calendars and active net system.Performs a wide variety of advanced administrative and clerical duties, including:Ensures quality customer service by responding to inquiries and/or complaints from the general public and City employees in a timely and professional manner.Composes various forms of correspondence, such as memos, letters, reports, public notices, and miscellaneous documents.Coordinate with maintenance, custodial, and operations staff to ensure Venue 1842, Dodson and Old Church are clean, safe, and prepared for events.Coordinate with internal departments to prevent scheduling conflicts.Serves as the Records Retention assistant for the historical park and events division.Ensuring daily operations are conducted efficiently and effectively.Assists with department boards, and Budget preparation as needed.Assists with event and rental operations, customer service, and team support.Other Job Functions are essential but represent less than 20% of working time on a regular basis. These are performed with less regularity but are considered essential.Prepares presentations, reports and other related documents for all audiences and interest groups.Serves on boards and subcommittees and organizes community events.Other functions not specifically designated within the scope of essential functions. These extra functions will be temporary in nature and as the business necessity dictates.Education and Experience A high school diploma or equivalent.Two years of related administrative support experience required.Candidates offered a position must successfully complete the following:A comprehensive criminal background check.Reference and employment verification.Knowledge, Skills and Abilities Skill in interpersonal communication and conflict resolution.Skill in the de-escalation of sensitive or aggressive customer/vendor/citizen issues.Performs duties by following established standard operating procedures and/or policies, with the ability to choose the appropriate procedure or policy, and performance is reviewed periodically.Ability to simultaneously coordinate multiple asks and priorities and support multiple individuals, teams, and multiple events, rentals, schedules, and administrative tasks simultaneously.Ability to maintain professional, cordial, conciliatory and facilitative communication at all times, regardless of circumstance or situation.Ability to continually demonstrate practical knowledge, analytical judgements and informed decision-making.Ability to provide technical, practical or functional knowledge related to job functions.Ability to effectively inform, educate, persuade or influence others related to job functions and necessary outcomes.Ability to communicate effectively on technical, interpersonal and professional levels to diverse audiences, communities and interest groups.Ability to remain organized and professional in a fast-paced event environment.Ability to adapt to changing event needs and schedules, including evenings or weekends when required.Work Environment Generally works in a climate-controlled environment and requires physical effort in a variety of daily duties. Work performed requires the ability to tolerate regular adverse conditions such as working outside in extreme weather conditions. This position also requires extensive bending, crouching, and climbing and occasionally the physical manipulation of objects weighing 50 lbs and frequently lifting objects weighing 10-25 lbs.