Administrative Assistant- Library (Part Time)

The Position

The Library & Cultural Arts Department is seeking a part-time Administrative Assistant to facilitate the use of performing arts venues throughout the city, including city-presented events, community partnerships, sponsored events and private rentals. General responsibilities include coordinating, tracking and reporting on venue usage and attendance using the city's online software for venue reservations and other databases; working with rental clients, internal and external users to ensure compliance with city policies and provide excellent customer service; assisting with event planning and coordination; coordinating with technical production staff as needed; providing intermediate level clerical support, event supply purchasing, contract administration support, and accounts payable.

Regular work schedule is expected to be in-person Monday through Friday, with some occasional evenings and Saturdays. The position may work up to 960 hours per fiscal year. The Cultural Arts staff works within the Carlsbad City Library at 1775 Dove Lane, Carlsbad, 92011.

Interviews for this recruitment are expected in the week of Sept. 8, 2025.

Our Organization

Carlsbad is a full-service city with over 1,200 employees and a five-member City Council. Daily operations are handled by an appointed city manager and a leadership team of department directors who work collaboratively to deliver the city mission of providing exceptional services for all who live, work and play in Carlsbad. The Library & Cultural Arts Department is supported by an annual budget of $14.2 million and 197 employees working out of three main locations.

The Community

This nearly 40 square mile city is ideally situated in north San Diego County with an approximate population of 115,000. It offers a great climate, beautiful beaches, lagoons and abundant natural open space. World class resorts, family attractions, well-planned neighborhoods, a diverse business sector and a charming village atmosphere combine to create the ideal California experience.

You Belong in Carlsbad

The City of Carlsbad embraces and recognizes the vital relationship of an inclusive, engaged work environment and innovative excellence. An equitable and inclusive work climate comprises personal experience, values and views shaped from differences of culture and circumstance. Our organization appreciates belonging, creativity, recognition and retention of its employees and is committed to hiring and developing motivated, productive and talented employees who provide services and enhance our quality of life. We work to embrace open and equitable access to opportunities for learning and development as our responsibility and goal.

We encourage you to fill out a Job Interest Card to be notified of new positions in your area of interest as soon as they post.

Qualified applicants will be notified only if they are selected for the interview process.

• Provide administrative event and program assistance; logistics, planning, ordering supplies, and working at the events and programs, as needed
• Assist in the development, processing, and tracking of agreements/contracts, invoices and related financial documents
• Assist with the tracking, administration, and process of Cultural Arts projects/programs using modern software and technology tools
• Maintain event records and internal documentation in a consistent, accurate and timely manner
• Excellent written and verbal communication skills. Respond to inquiries from the public, city staff, artists and partners via telephone, email, written correspondence and in person
• Coordinate venue scheduling/rentals and support facility-related logistics. Work closely with technical production staff to coordinate necessary event resources
• Ability to work on multiple concurrent projects and demonstrate effective time management and organization skills. Initiative and self-starter skills are essential
• Assist Cultural Arts staff with additional assignments as needed

The ideal candidate will bring the following highly desired knowledge, skills and abilities:

• Minimum of 3 years administrative or clerical experience, preferably in a cultural, nonprofit, municipal, or arts-related environment
• Strong organizational and time management skills
• Excellent written and verbal communication skills; able to adapt to and work effectively with different communication styles
• Ability to work independently and collaboratively with a diverse team
• Professionalism, reliability, and adaptability in a dynamic environment
• Familiarity with performing arts production or event coordination; must have had experience working with the public
• Experience with contract processing, budgeting, or financial tracking
• Knowledge of arts programming, artist management, or community outreach
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Comfort with cloud-based tools (OneDrive), registration/rental systems, project trackers or databases
• Ability to learn new software and become proficient at using required technology tools
• Possess high level of attention to detail
• Work cooperatively in a shared space
• Willingness to support evening and weekend programming

Required:

• Equivalent to completion of the twelfth grade or GED with training in areas related to the functions of the department.

• Three years of preparing reports, filing, interacting with the public, writing correspondence, and planning meetings/events.
• Experience or coursework in visual or performing arts, arts education, arts administration, public administration, or communications.
• Comprehensive administrative and computer skills, responsible clerical/secretarial experience including agreements/contracts, and proficiency with various software systems.

Physical Requirements:

While performing the duties of this class, an employee is regularly required to sit, walk and stand. While performing the duties, employees of this class are regularly required to use written and oral communication skills; observe and interpret people and situations; learn and apply new information or skills; and interact with staff and others encountered in the course of work. Physical requirements include safely handling up to 40 pounds; for example, to set up and breakdown tables and chairs for an event.