Under general supervision, provides a variety of customer service and administrative support functions for the Thornton Arts and Culture Center (TACC).

(Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills and other characteristics. The list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.)

Provides customer services to Thornton Arts & Culture Center (TACC) visitors including answering questions, assisting with programs, activities and special events; and providing assistance and directions as needed. Answers telephones, directs callers, takes messages, responds to requests for information, and assists with citizen concerns and complaints.

Schedules usage of facilities, including TACC gallery and theater, meeting rooms, and classroom. Performs various administrative tasks in RecTrac including but not limited to: registration and rental coordination; maintenance of files, revenues, activity records and logs; generating routine reports; assistance with registering patrons for classes, programs, and/or rentals; and maintenance of in-house and online registration software. Notifies supervisor of class sizes, facility usage, and cancellations.

Sorts, reviews, codes, and enters vendor, customer, and account information and records into computer system, such as timekeeper reports, automatic debit transactions, invoices, customer contracts, payments and refunds.

Maintains and secures, Division, customer and vendor files. Generates, reviews, and corrects or edits reports. Researches, compiles and analyzes data for special projects or reports as assigned.

Processes a variety of Division purchases, accounts payable and receivable functions, performs specialized administrative work, and processes program payments for the Division programs. May assist with budget preparations and tracking of monthly expenses.

Identifies problems, provides input, and helps implement solutions or opportunities for improved efficiency, customer service, process, or program improvement.

Assists the Arts & Culture Coordinator with planning, scheduling, promoting, coordinating, and managing a variety of the division's programs, activities, and special events including but not limited to Thornton Arts Academy, OZ Gallery, the Arts & Culture Music Series, Dino Fest, Pride, and Dia de los Muertos.

Assists in maintaining office equipment. May assist with ordering, receiving, stocking and distributing supplies and equipment for the TACC and Annex buildings, division events and programs.Assists with building maintenance repair/set-up/cleaning requests including weekly trash/recycle bin collection.

May oversee auto debit program, transmittal reports, tracking and all record keeping. Processes returned auto debit accounts, initiates collection of account balances, collects past due accounts, establishes payment plans, refunds fees when appropriate, and processes check requests. Contacts delinquent accounts by telephone or letter. Determines when to write off accounts.

May serve as division’s liaison with Information Technology staff.

May be required to work evenings and weekends as assigned.

Performs other duties as assigned.

Arts & Culture

In addition to the general duties above:

Primary onsite contact and liaison for the Oz Gallery visitors during public hours. Assists with scheduling other staff members for facility rentals and gallery hours.

Schedules usage of facilities, including TACC gallery and theater, meeting rooms, other rental space, and other facility usage as needed for outdoor or offsite events or programming. Communicates facility usage and cancellation policies for rentals and exhibits. Schedules usage of recreation vehicle.

Assists with filing incident reports with Police and Risk Management for any damage to Arts & Culture facilities, artwork, and/or equipment.

Assists with obtaining emergency equipment, training information, facility safety procedures and related maintenance (AED).

Works with the City Clerk's Office to process alcohol permits for the Arts and Culture division.

Picks up and distributes mail. Types correspondence, makes copies, and prepares routine mailings.

Compiles class supply lists and orders materials, sends all pre-class details to participants, and manages post class evaluation process.

Assists with submitting project requests to Communications and Community Engagement for design and language translation of print materials and online event information.

May assist with bimonthly Arts Thornton e-newsletter in Constant Contact including providing content, images, and updating mailing list contacts.

Maintains division public meeting and event information on city’s community calendar, Council master calendar and Outlook calendar.

Assists the Arts and Culture Coordinator with administrative tasks such as reviewing print publicity, planning special events and exhibits, and related logistics, etc.

Assists in tracking division expenses and attendee data for weekly reports.

Assists with 2-D art collection inventory, maintenance and rotational display in other city facilities.

Coordinates the volunteer effort including seeking, running background checks, training, assigning, thanking, and following up with the volunteers. Collects volunteer data from the Thornton Arts Sciences and Humanities council (TASHCO), which serves as the Arts & Culture board.

Coordinates and attends monthly evening board meetings with TASHCO and staff. Participates in staff assignments at the meetings and coordinates all meal orders.

Education/Experience:
High school diploma or GED; four years' customer service or administrative support experience, preferably in arts & culture. Equivalent combinations of education and experience may be considered.

Licensing/Certification Requirements:
May need the ability to travel to various locations in a timely manner as the job requires.

Knowledge, Skills, and Abilities:
Knowledge of the policies, procedures and goals of the City of Thornton, the department and the Arts & Culture Division.
Knowledge of the theory, principles, practices and methods of customer service.
Knowledge of City of Thornton payroll, purchasing, and accounting policies and procedures.
Knowledge of laws and regulations regarding debt collection.
Knowledge of City of Thornton Arts & Culture programs, events, and facilities.
Knowledge in arts education, performance art, fine art, digital art, grant funding, board management, event coordination and execution, and office management required for the Arts & Culture Division.
Skill in entering, processing and verifying recreation center admissions and revenue data using specialized computer system (i.e RecTrac).
Skill in accurately sorting, reviewing, coding, and entering vendor, customer, and account information and records into computer system.
Skill in performing basic arithmetic and bookkeeping functions, reconciling accounts, and collecting on delinquent accounts.
Skill in compiling data for monthly, quarterly, and annual reports.
Ability to use standard office equipment, computer equipment and software required for the job.
Ability to balance cashiering transactions, prepare cash deposits and process refunds.
Ability to read, interpret, explain, and enforce Division policies or procedures.
Ability to maintain activity/attendance records and logs, petty cash, and computerized or physical division files.
Ability to efficiently schedule equipment, vehicles and usage of facilities, including meeting and activity rooms, parks, and/or ball fields.
Ability to perform routine clerical functions effectively.
Ability to work independently, efficiently, and effectively in the absence of supervision.
Ability to consistently prioritize tasks with minimal oversight.
Ability to provide courteous, efficient customer service to internal and external customers.
Ability to deescalate conflicts should they arise.
Ability to collaborate, listen, and communicate effectively in a professional and timely manner, both orally and in writing with various audiences.
Ability to proactively identify opportunities for improved efficiency, process or program improvement, provide input, and implement solutions.
Ability to maintain a high quality of work while balancing competing demands and priorities across a variety of administrative and programmatic duties.
Ability to demonstrate a high level of integrity and responsibility with all job functions.
Ability to lead and direct others as needed.
Ability to establish and maintain effective working relationships with City employees, other agencies, and the general public.

Physical and Mental Requirements:

While performing the duties of this job, the employee is regularly required to stoop, kneel, reach, stand, walk, lift, finger, grasp, talk, hear, and make repetitive motions. This position is mostly light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull, or otherwise move objects. The employee is required to have close visual acuity.

Examinations may include but are not limited to application screening beyond minimum qualifications; written, oral, practical exercise or any combination thereof or other job related assessment deemed appropriate by Human Resources.

Your application will be used as a screening tool. Completeness and accuracy are important! Any false or untrue statements or material omissions in the application and related paperwork or during the selection process could disqualify you from consideration.

As a condition of employment, the city of Thornton conducts background investigations for all positions which may also include a review of credit report and/or driving record. A drug screen, physical, and/or psychological examination administered by a city-designated provider will be required for pre-determined positions.

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