Administrative Assistant - Cultural Arts (Part Time)

About Carlsbad

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. Thanks to an award-winning growth management plan, the city's infrastructure and services keep pace with development and promote an excellent quality of life. The City of Carlsbad significantly supports arts and culture and has established itself as a leader in the region's arts sector with a rich history of artistic programs and cultural events.

The Position

Community Arts Grant program. This position will assist with intermediate level clerical support, supply purchasing, drafting contracts, accounts payable and administration and maintenance of the city's grant software system.

The Cultural Arts staff works within the Carlsbad City Library, upstairs at 1775 Dove Lane, Carlsbad, 92011.

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 experiences, 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.

In-person panel interviews are tentatively scheduled for Tuesday, May 6, 2025. Qualified applicants will be notified only if they are selected for the interview process.

• 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.
• Provide administrative assistance such as ordering supplies
• Research and organize data and background material; compile and prepare a variety of statistical, financial, operational and special project reports
• Establish and organize filing systems; perform record keeping, inventory and maintain program files for various projects
• Excellent written and verbal communication skills. Respond to inquiries from public, city staff, artists and partners via telephone, email, written correspondence and in person.
• Event and program assistance; logistics, planning, ordering supplies, and working at the events and programs, as needed
• 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 requirements listed below are representative of the knowledge, skills and/or abilities required for both positions. The ideal candidate will bring the following highly desired knowledge, skills and abilities:

• Minimum of 3 years of clerical experience
• Must have experience with contractual agreements and familiarity with legal document formats and language
• Knowledge of basic accounting principles and familiarity with standard accounts payable processes
• Must have had experience working with the public
• Proficient in Microsoft Office (including Word, Excel, Outlook and Teams)
• Ability to learn new software and become proficient at using required technology tools
• Possess high level of attention to detail
• Excellent written/verbal communications skills (oral and written fluency in English and Spanish is desirable)
• Work cooperatively in a shared space
• Be well organized and able to manage multiple tasks in a fast-paced environment
• Be dependable, flexible and patient
• Have excellent problem solving and decision-making skills
• Demonstrate initiative and follow-through

Required:

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

Preferred:

Three years of preparing reports, filing, interacting with the public, writing correspondence and planning meetings and events.

Experience and/or completed course work in areas of study related to the visual or performing arts, arts education, arts administration, public administration or communications. Knowledge of construction standard practices and contracting, particularly in a public agency environment, is a plus.

Comprehensive administrative and computer skills; responsible clerical or secretarial experience including agreements/contracts; ease of use of 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.