Employment: Urban Arts Admin Assistant
JOB POSTING: Administrative Assistant at Urban Arts
Contract Dates: August 20, 2012 – August 23, 2013 (with possibility of renewal)
Hours: 30 hrs/wk
Number of Positions Available: 1
UrbanArts is a progressive, not-for-profit community arts council. We provide opportunities for diverse cultural expression, artistic experience, training and employment to urban communities with a focus on youth in central west Toronto. UrbanArts is seeking an Administrative Assistant who can use professional communications and computer skills to effectively carry out the tasks outlined below, in a commitment to and respect for the goals of a community arts council. As the first point of contact for callers and visitors to the centre, the Administrative Assistant is required to be fully versed in all UA programs and activities and is responsible for presenting UrbanArts is a professional light at all times. Occasional evening or weekend work will be required.
Prepare the reception area for incoming clients and visitors, maintain display area, ensure appropriate signage for reception, directions to clients/patron are displayed appropriately
Respond to all incoming calls and direct or transfer to the appropriate staff; act as reception to staff, visitors, service users and keep track of all communications (telephone, mail and electronic)
Ensure efficient, secure and thorough filling system of all agency documents
Process and prepare cheques and deposits, document and track all expenditures and income using QuickBooks; Work with bookkeeper on bank reconciliations
Ensure timely accounts payables and receivables in consultation with the Executive Director and bookkeeper
Maintain petty cash system and ensure accurate reconciliation by program
Maintain accurate records and issue timely acknowledgement letters and receipts; prepare other documents.
Maintain inventory of all supplies/materials, including disbursements and reconciliations,
Assist the Executive Director with staff and board meeting preparation, and with general duties in support of the organization and the pursuit of its mission; assist program staff with setting up for activities and events
Assist in the maintenance of UrbanArts website, online and social media sites, office equipment, troubleshooting as required; Ensure that all common use office equipment are in working order on an ongoing basis
Ensure regular office cleaning schedule with cleaner(s) while maintaining general neatness and order of the space
Be a positive voice and presence to multiple stakeholders and youth in the UrbanArts space and a proponent of positive messages about race, interaction and all items in the UrbanArts Code of Conduct Qualifications
Post-secondary education and experience in arts/non-profit administration, preferably in a youth setting
Excellent organizational, time management, and communication skills, and knowledge of MS Office suite
General knowledge of Microsoft Outlook for the purpose of maintaining UrbanArts email configurations and troubleshooting as necessary
General bookkeeping/accounting skills including Accounts Receivable/Payable and experience using QuickBooks accounting software
Interest and/or involvement in the arts, and knowledge of youth programs are desirable
A police check will be required / First aid training is an asset
Demonstrated commitment to UrbanArts mission and values
Use of a car is an asset Application Deadline: July 30th, 2012 Interview Date: Aug. 7th, 2012 Start Date: Aug. 20th, 2012 Please submit resume and cover letter detailing your experience and qualifications.
Mail to: Hiring Committee UrbanArts Community Arts Council 19 John St. Toronto (Weston), ON M5T 1B3 OR via email to firstname.lastname@example.org
UrbanArts is an equal opportunity employer. Only those selected for an interview will be contacted.