What are the responsibilities and job description for the Office Manager position at Creative Arts Center & Premiere Dance Company?
ABOUT US:
Since 1985, the Creative Arts Center of Helena has been dedicated to the development of the total student by focusing on their individual creativity, building their self-esteem through accomplishments in class, and by helping students learn that the willingness to try is success in itself.
Our classes include Creative Movement for 3-4 year-olds and Pre-Ballet for 5-6 year-olds. Older students participate in Ballet, Pointe, Jazz, Tap, Modern, and Musical Theater classes that are carefully graded by age and ability of each student.
Making its home at the Creative Arts Center, Premiere Dance Company is a non-profit organization dedicated to providing young Helena area dancers with the opportunity to expand their dance training and provide these dancers with performing experiences. These dancers are given the opportunity to experience a company setting, aiding them in making career decisions. PDC is also dedicated to providing Helena with quality dance productions, which includes its annual production of The Nutcracker. This production has been a tradition for the Helena community for 30 years and always receives rave reviews. PDC annually awards its dancers with scholarships that enable them to attend both local and nationally renowned summer dance programs.
JOB TYPE:
Part Time (20-25 hrs/week):
- Office Hours: 2:30 pm – 6:30 pm, Monday – Friday
- Monthly Board Meetings, Parents meetings, Staff meetings, etc. may be held outside of office hours.
- Support both Creative Arts Center (CAC) and Premiere Dance Company (PDC):
- CAC: 10-12 hours
- PDC: 12-15 hours
- NOTE: Summer hours are limited as normal class schedules do not operate in the summer (June, July, August)
DESCRIPTION:
As the Office Manager for CAC and PDC, you will be at the heart of our operations, providing vital administrative and clerical support to ensure smooth day-to-day functioning. This role requires a highly organized individual with strong communication and multitasking abilities to support the Artistic Director and PDC Board of Directors.
RESPONSIBILITIES:
- Serve as the receptionist and provide general office support for CAC & PDC.
- Offer comprehensive administrative support to the Artistic Director, Board of Directors and Company Manager, including clerical functions such as managing calls, handling inquiries, preparing correspondence, receiving mail and recording and filing documents.
- Handle general accounting tasks using QuickBooks, including invoicing, recording payments, entering and processing invoices for payment, assisting with bank reconciliations, and collaborating with the PDC Treasurer and PDC President on financial matters.
- Maintain an organized system of company files on Google Drive, ensuring easy access for the Artistic Director, Company Manager, and Board of Directors.
- Oversee company contracts, dues, sponsorship tracking, and related financial records.
- Coordinate with the Artistic Director, Company Manager, and Board of Directors to compile performance packets, track form submissions and payments.
- Ability to create Google Forms and track responses.
- Provide administrative support for PDC scholarship awards in coordination with the Awards Committee Chair.
- Administer program advertisements for businesses to ensure correct graphics and files are sent to the person completing the program.
- Administer program advertisements by dancer families.
- Organize and compile contributor information for programs, thank you letters from dancers, and send IRS letters.
- Receive and organize Nutcracker cast photo orders.
- Proofread forms, letters, and company bios to ensure clarity and accuracy.
- Compile company volunteer list.
- Attend monthly PDC Board meetings.
QUALIFICATIONS:
This role is ideal for a detail-oriented, proactive individual passionate about dance and ensuring the seamless execution of administrative tasks. Proficiency in QuickBooks, Google Drive, Google Forms, and strong communication skills are essential for success in this position. Background is dance is preferred but not required.
COMPENSATION:
$18.00-$19.00/hour, depending on qualifications & experience
Qualifications
- Office management
- Administrative experience
- Office experience
- Clerical experience
Job Type: Part-time
Pay: $18.00 - $19.00 per hour
Schedule:
- Monday to Friday
Work Location: In person
Salary : $18 - $19