Arts & Culture Program Assistant (Program Assistant - Unrepresented)

Description

The ideal candidate will be creative, community-driven, innovative, and have an immense passion for arts and culture. The selected candidate will perform a variety of advanced clerical and routine technical, programmatic, and administrative duties in support of the arts & culture division. This position works with the Arts & Culture Manager to administer the arts & culture grant program; handle administrative tasks such as processing invoices and purchase orders, and developing and managing budgets. They will also manage social media accounts, prepare agreements and agendas, and set up calls for artists and grants programs, and work with various software and records systems including Submittable, OnBase, Constant Contact, and others.

There is currently one vacancy in the City Manager's office in which hiring will begin immediately following the close of this recruitment. This recruitment will also establish a list for future vacancies, which will be filled as they occur.

Examples of Essential Functions

• Perform a variety of advanced clerical and routine technical, programmatic, and administrative duties requiring the application of specific program knowledge and administrative, secretarial, and clerical skills in support of a City department, division, or program; assume responsibility for specific program area duties; provide assistance in administrative and operating programs as assigned.
• Serve as primary contact and liaison for assigned functions and programs with other City staff, the general public, and outside agencies and organizations; screen office calls, visitors, and mail; provide information and assistance including responding to requests for information and assistance; assist the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; research information related to City regulations and departmental policies; explain, justify, and defend programs, policies, and activities.
• Conduct a variety of studies and research for assigned area; collect, compile, and review information from various sources on a variety of specialized topics related to program area of assignment; participate in the preparation of reports that present data, identify alternatives, and make and justify recommendations.
• Perform a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program and project components; assist with the development of policies and procedures; implement and monitor program activities.
• Verify and review materials, applications, records, and reports for completeness and conformance with established regulations and procedures; apply applicable policies and procedures in determining completeness of applications, records, and reports; provide information and forms to the public; collect and process appropriate information.
• Assist in coordinating and monitoring the assigned budget and contracts; compile annual budget requests; prepare revenue projections; recommend expenditure requests for designated accounts; monitor approved budget accounts; process progress payments and monitor contractual expenses
• Process invoices, contracts, work orders, change orders, purchase order numbers, check requests, and requisitions for assigned area; coordinate the resolution of contract and invoice issues with accounts payable and contracts functions; ensure vendor invoices and change order files are accurate and up-to-date including having correct account codes and appropriate approvals; ensure new vendors have completed required new vendor information form.
• Type and proofread a wide variety of reports, letters, memoranda, correspondence, contracts, agreements, Requests for Proposals, agenda items, statistical charts, and other documents and material; type from rough draft, verbal instruction, or transcribing machine; independently compose documents related to assigned area of responsibility.
• Maintain calendar of activities, meetings, and various events for assigned projects, programs, and staff; coordinate activities with other City departments, the public and outside agencies.
• Arrange and coordinate meetings, workshops, and training sessions for various groups and committees; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• Establish and maintain various filing systems, schedules and records; file correspondence, reports, bulletins and cards; log reports, applications, and/or telephone calls; maintain records related to specific area of assignment.
• Perform a variety of general bookkeeping and clerical accounting duties and responsibilities involved in financial record keeping and reporting for assigned area; maintain a variety of accounting records, logs, and files; verify, balance, and adjust accounting records.
• Recommend improvements in work flow, procedure and use of equipment and forms; implement improvements as approved; develop and revise office forms and report formats as required.
• Ensure that all required supplies are available as needed and that the facility and equipment are in proper working order.
• Operate a variety of office equipment including copiers, facsimile machine and computer; utilize various computer applications and software packages; enter data, maintain and generate reports from a database or network system; input, maintain, and utilize data to develop reports using spreadsheet software; create, format, and revise charts, graphs, flowcharts, worksheets, booklets, brochures, and forms using word processing, desktop publishing, and other computer applications; organize and maintain disk storage and filing.
• As assigned, arrange and coordinate meetings; prepare agendas and correspondence; attend meetings and take, transcribe, and assure proper distribution of minutes.
• May lead, oversee, and review the work of lower level clerical staff; review work for accuracy and completeness.
• Perform related duties as required.

Minimum Qualifications

The following minimum qualifications are required to be met at the time of application.

Combinations of relevant work experience and education/ training that are equivalent to the following are acceptable.*

Education and Training:

• High school diploma or equivalent
• Specialized office support training or education

• Specialized training may include on the job training obtained through relevant work experience.

Work Experience:

• Three years of increasingly responsible clerical, programmatic, and administrative support experience including some experience directly related to Arts & Culture

OR

• Two years of experience as an Office Assistant II with the City of Reno in a programmatic area that is substantially similar to the program being recruited for.

• Every two years (60 semester/90 quarter hours) of college level course work in Public Administration, Business Administration, Fine Arts, Studio Arts, Arts Administration, or a closely related field, will substitute for one year of the required relevant work experience. Substitutions are limited to two years of the required relevant work experience.

License :

• Valid driver's license

Supplemental Information

To Apply:
Please submit your completed application and all additional information/documentation requested online at www.reno.gov/jobs by April 7, 2024 at 11:59 p.m. PT. If a computer or mobile device is not available to you, suggested locations to complete an online application submittal include: the City of Reno City Hall 2nd floor computer kiosk or 5th floor Civil Service Offices, any locations of Nevada Job Connect or any local library or educational facility.

If you are having difficulty logging into your governmentjobs.com profile, please call the applicant support line at 855-524-5627.

Examination Process:
Applicants must meet the minimum qualifications and pass the examination for this position to be eligible for hire. The examination will consist of online assessments which include a cognitive abilities test and an Employee Personality Profile; along with a Training and Experience evaluation (T&E) weighted as follows.

Training & Experience Evaluation (T&E) = 80%
Cognitive Abilities Test = 20%
Employee Personality Profile = Informational purposes only

Online Assessment Details:
Qualified applicants will be invited to participate in the online assessments once the recruitment has closed. These tests will be self-administered with no proctor, which means candidates will be able to complete them online at their convenience during the designated testing window.

The instructions and guidelines will be emailed to qualified applicants after the recruitment closes on April 7, 2024. Please make sure to check for emails around this time, including your spam folder so that you do not miss this testing opportunity. All assessments must be completed within the designated testing window to move forward in the hiring process.

• Responses to your T&E questions should be consistent with the information given in your application details. Answers are subject to verification.
• Failure to complete all of the questions or incomplete responses will result in a lower score; therefore, it is advantageous for you to provide a full and complete response to each supplemental question.
• In order to receive credit for education or training, you must attach copies of your transcripts, diploma, or relevant certificates to your online application.
• Resumes or questionnaires uploaded as attachments to the application will not be accepted in lieu of completing each question online.
• "See Resume" or "See above," etc., are not qualifying responses and will not be considered.
• Changes or corrections to your responses cannot be made once your application packet has been submitted.
• TIP: It may be more efficient to develop your responses in a word processing document and then paste them into the online questionnaire to be submitted.

Please use this Health and Welfare Benefit Link to learn more about the City of Reno's great employee benefit plans and wellness programs.