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Administrative Specialist - Arts
Position Title: Administrative Specialist - Arts
FLSA Classification: Non-Exempt
Salary Grade: Salary Grade 7
Reports To: Arts Manager
Data Reviewed/Revised: June 28, 2023
Basic Function
Administrative Specialist positions provide administrative assistance to a department or division
to coordinate daily efforts with minimal supervision. Administrative Specialist positions in
different departments or divisions may have tasks that vary widely, while overall responsibilities
are very similar. Typical responsibilities include broad administrative support as required, data
entry, accounting, reporting, research, and special projects as assigned. Accuracy, attention to
detail, and the ability to coordinate and communicate effectively and provide exceptional
internal and external customer service are required of all Administrative Specialists.
Distinguishing Characteristics
This position provides administrative assistance for the City of Moscow Arts programs under the
direct supervision of the Arts Manager in support of daily efforts. Responsibilities include;
assisting and representing the department in communicating with volunteers and the public;
managing a variety of administrative and special projects; participating in planning and
management of events and program meetings, including identifying and initiating follow-up;
serving to increase coordination, communications, responsiveness and effectiveness to achieve
goals and objectives.
Duties unique to this position include support of events, art-making workshops, gallery
installations, and other City of Moscow art programs. The position is also responsible for the
development and scheduling of copy and imagery for Arts Department PR campaigns.
Responsibilities include: facilitation of design projects from concept to completion utilizing
established Arts Style Guide, including a variety of print, web, and environmental applications;
incorporation of staff, contractor, and artist-submitted images, adjusting for usability where
necessary; identification of and communication with print and advertising vendors; creation of
public relations writing, including press releases, social media, and website content
development.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform
Essential Functions Of This Position.
Create, edit, and finalize graphics for print and web applications using an established Arts
Department style guide.
Serve members of the public and the Arts Commission during evening meetings and events
based on program needs.
Serve as initial point of contact, answer phones and greet external customers and internal
customers or staff; be a reliable resource for all department or division staff and activities to
efficiently manage information flow. Provides general information on departmental processes,
procedures, projects, etc. or refers to appropriate staff member.
As delegated, manage routine and advanced project and event management duties ensure the
efficient and smooth day-to-day operation of the Arts department.
Manage administrative requests and queries for the Arts department; examples of
responsibilities include (but are not limited to) organize files, create correspondence, prepare
reports, memos and other documents, manage calendars to schedule appointments, sort mail,
prepare invoices, reconcile accounts, make travel arrangements, receive and process payments,
coordinate meetings and events, and offer general staff support, track office projects and
maintain related files and records; develop and maintain extensive filing systems and
computerized systems to maintain records and data.
Prepare a variety of statistical, financial and narrative reports and records as necessary such
tasks may include but are not limited to maintaining and monitoring departmental budget as
directed, time records, and data entry and reporting.
Serve as a Deputy City Clerk to provide staff support and clerical and administrative assistance
to boards, commissions and committees as directed; take and transcribe detailed minutes;
prepare reports, agendas, correspondence and other materials as assigned.
Review forms, data and other information and documents to ensure accuracy and conformance
with established procedures and/or policies.
Assist staff with special projects as assigned; research projects as assigned; coordinate
communications with other departments, agencies, civic groups and cities as assigned.
Exercise good judgment in all matters including maintaining confidentiality as appropriate in all
responsibilities and tasks.
The incumbent shall work well under pressure; meeting multiple and sometimes competing
deadlines.
The incumbent shall maintain
