Administrative Specialist - Wheeler

*Up to $3,000 Sign On Bonus May Be Available*

Applications will be accepted on a continuous basis until a sufficient number of qualified applications have been received. The application must be filled out completely; stating"see resume"anywhere in the application, is not an acceptable substitute for a completed application.

Enjoy Industry Leading Benefits:

• Generous paid vacation and extended sick leave, and holidays.
• Free and discounted transportation options to get around Aspen and the Valley.
• Professional development and learning opportunities, including a tuition reimbursement program.
• Health and wellbeing options that include Medical, Dental, Vision, robust and accessible employee assistance program, and nationally recognized wellbeing platform.
• Monetary bonuses for healthy lifestyle choices and to use towards other personal needs.
• Plan for your future with competitive employer contributions to a 401a retirement plans and Social Security, in addition to an individual 457b retirement plan and Roth IRA option. Have peace of mind with life and disability insurance.

The City of Aspen is an Equal Opportunity Employer

Job Title: Administrative Specialist, Wheeler Opera House

Department: Wheeler Opera House

Classification: Non-Exempt

Hiring Range: $23.35/hour - $26.27/hour
Salary Range: $23.35/hour - $35.03/hour

Position Summary: The Administrative Specialist provides critical support for the administrative functions at the Wheeler Opera House, ensuring efficient day-to-day operations, managing financial workflows, and handling business and administrative tasks related to event logistics.

Supervision Exercised and Received: Position works under the direct supervision of the Business Manager

Essential Job Functions

Financial & Contract Administration

Develops in-depth expertise in departmental expenses, operating and capital budgets, and City purchasing and procurement policies to complete the following:

* Oversee financial transactions in Oracle, ensuring accuracy, compliance, and timely processing

* Submit vendor contracts in BidNet ensuring adherence to City policies and procurement processes.

* Execute purchasing and procurement tasks in SharePoint and other City platforms, maintaining organized records and audit-ready documentation.

Event & Artist Services Support

Builds in-depth knowledge of event operations, production schedules, and financial processes to effectively coordinate the following:

* Assist with event-related financial transactions in Oracle, ensuring proper allocation and reporting.

* Coordinate check payments, including requesting, collecting from City Hall, and ensuring secure delivery via courier services.

* Complete event-related administrative detailing in Momentus to ensure accurate exeuction and record-keeping.

* Facilitate artist travel logistics, including accommodations and transportation arrangements.

* Manage large-format printing and courier services, ensuring timely delivery and accuracy.

Board & Executive Support

Develops a strong understanding of Wheeler Advisory Board and City Council procedures to provide high-level administrative coordination, including:

* Independently coordinate all aspects of Wheeler Advisory Board meetings, including scheduling, correspondence, hospitality procurement and setup, A/V setup and technical moderation, financial reporting, and minute compilation.

* Serve as the primary administrative liaison for internal and inter-departmental meeting coordination.

* Provide strategic administrative support to the Executive Director, assisting with high-priority initiatives, preparation of Council documents, and special projects.

Administrative & Office Support

Develops a deep understanding of daily operations and departmental culture to optimize administrative functions and enhance the overall workplace experience, including:

* Proactively lead office administration, including ordering supplies, maintaining shared staff spaces, and ensuring adherence to health and safety policies.

* Oversee maintenance and supply needs for office equipment, coordinating repairs and upgrades as necessary.

* Act as the primary point of contact for departmental IT equipment and software requests, troubleshooting minor issues and liaising with IT support.

* Design and implement administrative systems that enhance workflow efficiency and departmental effectiveness.

* Coordinate incoming and outgoing mail for the Wheeler Opera House and City Hall, ensuring accurate distribution and timely delivery.

* Lead monthly team recognition initiatives, fostering a positive and engaged workplace culture.

* Contribute to the development and achievement of annual Compass Goals, identifying areas for operational improvement.

* Serve as a key liaison for public inquiries via Aspen311, providing professional and timely responses to stakeholders.

Other Duties as Assigned

* May perform additional responsibilities to support the operational and administrative needs of the Wheeler Opera House.

Organizational Values

* Upholds and models the City of Aspen's core values: Service, Partnership, Stewardship, and Innovation to guide decision-making and workplace behavior.

Core CompetenciesDisplays the following key competencies in the overall job performance to include knowledge, skills, and abilities:

* Service:Demonstrates commitment, humility, integrity, and respect in daily work, builds trust by listening, treats people with respect, acknowledges opportunities for improvement, and follows through with commitments.

* Partnership:Actively creates strong, supportive internal and external relationships to attain a common goal and achieve greater impact together.

* Stewardship:Balances social, environmental, and financial responsibilities, evaluating the impact of decision making on a thriving future for all.

* Innovation:Develops technical expertise to pursue new ideas and creative outcomes, grounded in Aspen's unique culture, opportunities, and challenges.

* Communication: Knowledge of effective and appropriate communication. Ability to use knowledge effectively in various contexts which may require oral, written, visual and non-verbal communication.

* Interpersonal:Works to develop strength in interpersonal skills. Has the ability to work well with diverse groups of people, both inside and outside the organization.

* Technology:Demonstrates technology skills sufficient for the nature and level of position. Demonstrates a willingness to learn new technologies and transition job duties accordingly to support technological advances and innovation.

Minimum Requirements

Education:High School diploma or GED equivalent; Associate Degree.

Experience:Two years of experience in a related City Department or office; or three years of administrative or customer service experience. Experience in live event support or marketing in a professional hospitality or performing arts environment desired.

Technical Knowledge:Must be familiar with Microsoft Suite, including Outlook, Excel, Teams, and Word. Experience with financial software or venue management software welcomed.Must be comfortable and knowledgeable utilizing computers and online computer-based technology applications, which includes accessing web-based platforms.

Licenses & Certifications:Must possess a valid Colorado Driver's License or can obtain one within 30 days of start date.

NOTE: Any combination of experience and education that would likely provide the required abilities, knowledge, and skills as determined by the City of Aspen may be substituted for the requirements above.

Position Type and Work Hours:

* Regular full time, hours vary with workload and season schedule.

* Evening and weekend hours will be as normal scheduled hours or in addition to normal schedule to meet job requirements, based on event schedule.

* Overtime may be required during peak programming calendar (holiday and festival weeks), during which average weekly schedule may reach 50-55 hours per week.

* Holidays may be required dependent on event schedule.

Work Environment:

* Indoors:Performing arts center and standard office environment.

* Outdoors:Festival, meetings, special events, and trainings.

Physical Demands:

Visual Acuity: Ability to bring objects into focus.

Balancing: Maintaining equilibrium.

Bending: Bending or positioning oneself to move an object from one level to another.

Carrying: transporting or moving an object.

Crouching: Bending body downward and forward by bending leg and spine.

Climbing: Ascending or descending stationary objects.

Eye/Hand/Foot Coordination: Performing work through using two or more body parts or other devices.

Gripping/Grasping: Ability to apply pressure with fingers and palm.

Handling: Seizing, holding, grasping, through use of hands, fingers, or other means.

Hearing: Perceiving and comprehending the nature and direction of sounds.

Kneeling: Bending legs at knees to come to rest on knee or knees

Lifting: Moving objects weighing no more than 25 pounds from one level to another.

Pushing/Pulling: Ability to use upper extremities to exert force to press, draw, drag or haul objects in a sustained motion.

Reaching: Extending the hands and arms or other device in any direction.

Repetitive motions: Making frequent or continuous movements.

Sitting: Remaining in a stationary position.

Standing: Ability to sustain position for a period of time.

Stooping: Bending body downward and forward by bending spine at the waist.

Talking: Communicating ideas or exchanging information.

Walking: Ability to move to traverse from one location to another.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

This job description is designed to indicate the general nature and level of work. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to this job. Duties and responsibilities may change at any time with or without notice.