Part-Time Office Associate (30 hr/week)

The Town of Normal Cultural Arts Department is seeking applicants who are passionate about serving the community to join their team in an Office Associate role. This is a responsible and varied operational support position that involves clerical duties, routine office work supporting staff, and extensive public contact. This Office Associate position maintains complex clerical records and performs routine office duties, including database management, event support, and facility reservation. The nature of the work is such that employees frequently have considerable latitude on routine work. Discretion must be used to effectively prioritize work and to successfully serve the public. The Town of Normal values customer service, and strong interactional skills are key to success in this position. This position reports to the Cultural Arts Director.

Duties/Essential Job Functions

Provides administrative support by entering, formatting, and printing information; organizing work; answering the telephone; relaying messages; maintaining equipment and supplies.

Provides information to the public on a variety of Cultural Arts matters, typically in response to telephone or email inquiries or via social media.

Receives and reconciles cash, checks and credit cards for deposits as directed and keeps appropriate records.

Reconciles invoices and bills to account for museum expenditures, grant tracking, and other financial record
keeping as directed.

Sets up and maintains files, correspondence, registration records, and forms including scanning of documents.

Helps promote and schedule all details associated with field trips, birthday parties, donation requests and
Museum rentals.

Helps manage databases and communications with the Development staff, including donors, vendors, and other stakeholders.

Updates the Cultural Arts Department internal SharePoint page.

Performs other duties as assigned.

Required Knowledge, Skill and Abilities

Must possess the skill to prepare effective correspondence on routine matters and to perform routine office management without supervision.

Ability to understand and effectively carry out oral and written instructions.

Ability to establish and maintain effective work relationships with other employees and the general public and to deal positively and effectively with all individuals at all times.

Must possess strong verbal and written communications skills.

Must have considerable knowledge of modern office equipment, technology, and procedures, including Microsoft Office Suite.

Must be very organized with a strong ability to set priorities and make efficient use of time.

Must have mathematical reasoning and be a critical thinker.

Ability to work under time pressure.

Desirable Training and Experience
Graduation from a standard high school or equivalent, some experience in performing progressively responsible clerical work, supplemented by general business experience is preferred. Experience in serving municipal customers is useful, or any other training and experience which provides the required knowledge, skills and abilities to successfully perform the job requirements.