Administrative Assistant II

Talentify; Beaumont (TX); On-site; USD 42,000 - 54,000; Full time

Job summary

Talentify in Beaumont, TX is seeking a seasoned Event Facilities Coordinator to supervise box office operations across multiple venues and manage clerical staff. The role handles event scheduling, prepares budgets, reports, and coordinates staff and security for varied public events.

The ideal candidate has high school graduation with college coursework in business administration or accounting, plus at least one year of related experience; supervisory experience and bookkeeping are preferred.

Qualifications

• Graduation from high school with two years of college in Business Administration, Accounting or related field.
• Minimum one year experience in arenas, theatres or convention facilities operations.
• Experience handling money and supervising staff preferred.

Responsibilities

• Supervises daily ticket office duties at multiple facilities and clerical staff.
• Manages event scheduling, staff rosters and security coordination.
• Prepares department budgets, reports and monthly attendance/sales figures.
• Develops event information published on the internet and coordinates with caterers and promoters.
• Trains staff on phone, payroll and internet systems; supports door security and safety compliance.

Skills

Box office operations

Clerical skills

Payroll knowledge

Public interaction

English communication

Education

High school diploma + two years college coursework (Business/Accounting)

Bachelor’s degree (preferred)

Tools

Payroll software

Office software

Job description

Essential Job Functions: Supervises the daily responsibilities and duties of the ticket offices at Beaumont Civic Center, Julie Rogers Theatre, Jefferson Theatre, and the clerical staff for the Event Facilities Department. Performs a variety of administrative and clerical work of a specialized, confidential and complex nature to relieve Department Director, Division Manager, technical and operation coordinators of administrative details. Handles the scheduling of events at the Community Centers and assists Department Director and Division Manager with the scheduling of events at the Beaumont Civic Center, Julie Rogers Theatre, Jefferson Theatre and other facilities. Assists Department Director in the capacity of an event coordinator on events at Civic Center and various other facilities; schedules meetings for Department Director and attends all staff meetings; assists in the preparation of the department budget; develops office policies and procedures as needed; composes and prepares correspondence; prepares monthly schedule of events; prepares and schedules event staff and police schedules for all buildings in our division; prepares and monitors overnight log book for security staff; prepares and types a variety of monthly reports such as attendance figures, sales tax reports, concession and catering revenues for all events and prepares graphs for comparison; develops and updates event schedule, rental information and event services provided by the Event Facilities Department on the internet; provide current event and scheduling information to support staff such as catering division and security contractors; trains all clerical personnel on the automated phone system, payroll system, and internet. Bookkeeping experience preferred.
Other Job Functions: This position requires 100% on-site work. Performs other duties as required. Job description statements are intended to describe the general nature and level of work being performed by employees assigned to this job title. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required.

This position requires 100% on-site work. Works indoors and outdoors in various weather conditions; is exposed to extreme cold, heat and temperature swing, extreme and constant noise, subject to double shifts, overtime and extended hours on weekends and holidays.

Knowledge: Thorough knowledge of methods and practices of box office operations, thorough knowledge of methods and practices of all clerical functions, including payroll functions; thorough knowledge of plant and equipment requirements in presenting public entertainment, attractions and conventions; knowledge of principles of organization and management of a large cultural convention facility.
Skills/Abilities: Skilled in operation of computerized ticket office; skilled in operation of all standard office machines and software programs; excellent math skills; ability to serve and control large numbers of people effectively and to solve problems common to public assembly; ability to interpret and enforce fire and safety codes; ability to direct and supervise the work of subordinates; ability to establish and maintain good relations with promoters, clients, the public and other city personnel; ability to communicate in the English language, both orally and in writing.
Physical Requirements: Frequently operates a calculator, carries, holds and lifts objects weighing up to 10 lbs., files, operates a PC, sits, sorts, stands, types, walks and writes by hand; infrequently climbs, drags objects weighing up to 10 lbs., drives, pulls and/or pushes objects weighing up to 10 lbs.; squats and stoops; constantly performs data entry, sees and twists body. Infrequently cleans crawls, kneels and runs.
Education/Experience: Graduation from high school supplemented by two years of college education with major course work in Business Administration, Accounting, Marketing, Recreation or related field; minimum one year experience in at least one of the following fields; Arena, Coliseum, Performing Arts, Theatre Ticket Operation, Convention Center Operation or Multi-Purpose Complex Operation; or any equivalent combination of education and experience. Experience handling money required. Supervisory experience required. Bachelor's degree and Bookkeeping experience preferred.

Must possess a valid Texas driver's license Class C. Must have transportation to travel from Civic Center Complex to the various facilities within the Event Facilities Department. Applicant selected for hire will be subject to a background investigation and drug/alcohol screen test.
The City of Beaumont provides equal employment opportunities (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, The City of Beaumont will provide reasonable accommodations for qualified individuals with disabilities. To request a reasonable accommodation or other assistance contact a Human Resources representative at [phone] or through RELAY Texas at 1-800-735-2989 or mail your request to P.O. Box 3827, Beaumont, Texas 77704.
The City may consider all related education and/or experience in determining the applicant's minimum qualifications and starting salary.