Administrative Assistant, Performing Arts Center (9888)

JOB DESCRIPTION

Job Title Administrative Assistant, Fine Arts - Performing Arts Center Evaluation Type Paraprofessional Department Fine Arts Pay Grade P6 FLSA Non-Exempt Date Revised March 2026 Supervisor PAC Manager & Director of Fine Arts

BASIC FUNCTION & RESPONSIBILITY

Ensure efficient operation of the Jerry Fay Wilhelm Center for the Performing Arts office and provide clerical services for PAC Staff.

QUALIFICATIONS

Education/Certification:

High school diploma or

GED Special Knowledge/Skills/Abilities:

Knowledge of department and BISD policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations Knowledge of theater/live performance terminology Knowledge of audio/visual equipment and terminology, or willingness to learn Proficient keyboarding and file maintenance skills Ability to use software to develop spreadsheets, databases, and do word processing Ability to maintain accurate and auditable records Knowledge of basic accounting principles Ability to follow verbal and written instructions Ability to perform a variety of tasks often changing assignment on short notice Effective organizational, communication, and interpersonal skills Excellent communication skills and customer service skills Ability to solve issues and work with a diverse population, work with large crowds and young children Occasionally, work or meet in the evenings and/or on weekends with ample prior notice

Experience:

Familiarity with Theatrical Terminology preferred Familiarity with Audio/Visual Equipment and Terminology preferred Familiarity with Event and Performance Venue Operations preferred

CHARACTERISTIC DUTIES & RESPONSIBILITIES

The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

Records, Reports, and Correspondence:

Prepare correspondence, forms, manuals, reports, presentations, purchase orders, payment authorizations, and other documents for the Director, Manager, and department staff in accordance with district standards and requirements. Compile, maintain, and file all reports, records, and other required physical and computerized documents for the department. Schedule appointments, maintain the Performing Arts Center calendar, and coordinate meetings, facility reservations, and related materials. Answer incoming calls, greet visitors, respond to routine inquiries from the public and staff, take reliable messages, and refer inquiries or concerns to the appropriate staff member.

Accounting:

Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator. Prepare estimates, quotes, invoices, purchase orders, and payment authorizations for departmental needs and outside renters in coordination with the Director and Manager. Order, track, and maintain inventory of supplies, program equipment, and other departmental materials. Assist with department budget matters, including developing and maintaining budget records under the direction of the Director and Manager. Assist in scheduling paid and volunteer student staff for events. Support of Administrative, Fiscal, and/or

Facilities Functions:

Assist in the planning, organization, scheduling, and coordination of Performing Arts Center facility operations, events, and performances. Assist in coordinating events with internal and external representatives to prepare facilities for scheduled events. Assist with event setup and cleanup, including moving tables, chairs, and other items consistently. Assist with the setup of audio/visual equipment before, during, and after meetings or events. Meet regularly with the Director and Manager to determine weekly scheduling needs for events. Work Front of House/Reception for evening events, flexing schedule as necessary. Work with Bastrop ISD faculty and staff, as well as outside customers, in scheduling facility usage. Perform administrative duties including scheduling and attending meetings, inputting maintenance and purchase requests, and coordinating deliveries or pickup of items.

Reception and Phones:

Communicate with BISD staff and faculty regarding scheduling meetings, facility usage, and space requirements. Assist patrons of the JFWPAC, including students, parents, teachers, and event guests, as needed. Receive incoming calls, take reliable messages, and route them to the appropriate staff.

Accounting and Inventory:

Keep and maintain the departmental budget under the direction of the Director and Manager. Provide estimates, quotes, and invoices for outside renters in coordination with the Director and Manager. Order and maintain inventory of supplies, equipment, and program materials. Assist in scheduling paid and volunteer student staff for events.

Leadership and Communication Skills:

Maintain strong working and professional relationships with BISD staff, faculty, external renters, and the community at large. Clearly and concisely communicate using terminology consistent with theater and live performance venues.

Other:

Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards safely and efficiently with minimal supervision. Other duties as assigned.

SUPERVISION EXERCISED

None

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS

Tools/Equipment Used:

Standard office equipment including computer, printer, scanner, copier, and telephone

Posture:

Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion:

Frequent repetitive hand motions (keyboard/mouse); occasional reaching

Lifting:

Occasional light lifting and carrying (up to 15 lbs.); may rarely require lifting of up to 25 lbs. or more, usually in a team lift

Environment:

Office environment with frequent interruptions; may involve occasional districtwide travel and extended or irregular hours during peak periods

Mental Demands:

Work with frequent interruptions; maintain emotional control under stress; manage multiple tasks and deadlines effectively