Office Specialist – Center for Community Arts

Position Description

The City of Walnut Creek is seeking one full-time Office Specialist to join Center for Community Arts, a division of the Walnut Creek Arts Recreation Department. This position supports all community arts programs which includes ceramics and sculpture; dance and yoga; various types of art; and TK and preschool.

Salary:
The current salary range for an Office Specialist is $73,957 to $89,115 annually. Placement in the position and range will depend on qualifications.

Closing Date:
The closing date for this recruitment is Wednesday, April 16, 2025, at 11:59 PM PST.

• Work for Northern California’s largest community arts education program;
• Be part of a dynamic and creative team dedicated to supporting the arts;
• Support a variety of arts events that serve the community;
• Gain valuable experience working on impactful community initiatives;
• Contribute to the growth and development of arts education in the region;
• Engage with larger department and city staff through professional development and teambuilding opportunities; and
• Flexible and hybrid work schedules are available.

Representative Duties

• Providing general administrative support, including serving as the primary front office and phone contact, assisting the public, preparing forms, ordering supplies, and providing staff support at functions or special events as needed.
• Planning, directing, reviewing, and supervising the day-to-day activities of other office or program support staff.
• Implementing and maintaining administrative systems and procedures.
• Processing invoices, contracts, and monitoring budget activity.
• Ongoing management of accounts and running reports.
• Resolving concerns and complaints from the public.
• Developing, implementing, and maintaining automated databases and other workflow systems.
• Composing, researching, and preparing letters, memos, and reports.
• Providing administrative support for internal staff.
• Coordinating and monitoring facility maintenance and building schedules including building attendants, rentals, etc.

• Considerable direct customer service experience required including the ability to problem-solve and exercise sound judgment to meet customer needs.
• Knowledge of and the ability to effectively utilize computer applications and technology related to the work. This includes competency in Microsoft Word, Excel, Outlook, PowerPoint, calendaring systems, website content management systems, and Xplore Recreation or a similar software.
• Experience in management and maintenance of databases and financial systems including running reports, managing accounts, and processing payments.
• Ability to learn and implement appropriate policies, procedures, forms, practices, functions, and activities of the organization.
• Must be well-organized with excellent follow-through and resourcefulness.
• Proven track record of prioritizing and completing one’s own work and using sound, independent judgment within policy and procedural guidelines.
• Strong oral and written communication skills, including writing and editing skills and the ability to compose correspondence and prepare reports.
• Must establish and maintain effective, courteous working relationships with co-workers, supervisors, and the public.
• Ability to use tact, discretion, and good judgment in the handling of sensitive information throughout work and relationships with colleagues and the public.

Qualifications Guidelines

Any equivalent combination of experience, education, and training that provides the knowledge, skills, and abilities is qualifying.

Supplemental Information

The City of Walnut Creek provides a generous benefit package to employees in the General Employees Unit. A summary of key benefits for full-time and part-time employees is listed below. More information can be found on the benefit page of the City's website and in the Memorandum of Understanding between the City of Walnut Creek and the General Employees Unit.

Full-Time Employees:
Health Benefits – Choice of Kaiser or Blue Shield HMO or HDHP health insurance plans with generous City contribution.

Dental and Vision Plans – Family coverage fully paid by the City.

Life Insurance and Long Term Disability – Individual coverage fully paid by the City.

Paid Leave and Holidays – General Leave accrues at the rate of 20 days the first year and progresses to 30 days at twenty-five years of service. There are twelve paid holidays per year and one floating DEIB holiday per year.

Dependent Care and Medical Spending Accounts – Available to eligible employees on a voluntary basis.

Dependent Care and Medical Spending Accounts – Available to eligible employees on a voluntary basis.

Additional Benefits – Employee Assistance Plan, Wellness Program, Commute Alternative Program and others.