JOB DESCRIPTION
Job Title Administrative Assistant, Fine Arts – Performing Arts Center		Evaluation Type Paraprofessional	Department Fine Arts
Pay Grade P6	FLSA Non-Exempt	Date Revised March 2026	Supervisor PAC Manager & Director of Fine Arts

BASIC FUNCTION & RESPONSIBILITY: Ensure efficient operation of the Jerry Fay Wilhelm Center for the Performing Arts office and provide clerical services for PAC Staff.

                                                                                                      

QUALIFICATIONS:

 

Education/Certification:

• High school diploma or GED

 

Special Knowledge/Skills/Abilities:

• Knowledge of department and BISD policies, procedures, and practices with the ability to answer work related questions; and/or interpret and apply these guidelines correctly in various situations


• Knowledge of theater/live performance terminology


• Knowledge of audio/visual equipment and terminology, or willingness to learn


• Proficient keyboarding and file maintenance skills


• Ability to use software to develop spreadsheets, databases, and do word processing


• Ability to maintain accurate and auditable records


• Knowledge of basic accounting principles


• Ability to follow verbal and written instructions


• Ability to perform a variety of tasks often changing assignment on short notice


• Effective organizational, communication, and interpersonal skills


• Excellent communication skills and customer service skills


• Ability to solve issues and work with a diverse population, work with large crowds and young children


• Occasionally, work or meet in the evenings and/or on weekends with ample prior notice

 

Experience:

• Familiarity with Theatrical Terminology preferred


• Familiarity with Audio/Visual Equipment and Terminology preferred


• Familiarity with Event and Performance Venue Operations preferred

 

CHARACTERISTIC DUTIES & RESPONSIBILITIES: The essential functions, pursuant to the Americans with Disabilities Act, may include the characteristic duties, responsibilities, knowledge, skills, and abilities noted herein; however, this is not a comprehensive listing of all functions and tasks performed by positions found in this job description.

 

Records, Reports, and Correspondence:

• Prepare correspondence, forms, manuals, reports, presentations, purchase orders, payment authorizations, and other documents for the Director, Manager, and department staff in accordance with district standards and requirements.


• Compile, maintain, and file all reports, records, and other required physical and computerized documents for the department.


• Schedule appointments, maintain the Performing Arts Center calendar, and coordinate meetings, facility reservations, and related materials.


• Answer incoming calls, greet visitors, respond to routine inquiries from the public and staff, take reliable messages, and refer inquiries or concerns to the appropriate staff member.

 

Accounting:

• Perform routine bookkeeping tasks, including simple arithmetic operations, for the designated administrator.


• Prepare estimates, quotes, invoices, purchase orders, and payment authorizations for departmental needs and outside renters in coordination with the Director and Manager.


• Order, track, and maintain inventory of supplies, program equipment, and other departmental materials.


• Assist with department budget matters, including developing and maintaining budget records under the direction of the Director and Manager.


• Assist in scheduling paid and volunteer student staff for events.

 

Support of Administrative, Fiscal, and/or Facilities Functions:

• Assist in the planning, organization, scheduling, and coordination of Performing Arts Center facility operations, events, and performances.


• Assist in coordinating events with internal and external representatives to prepare facilities for scheduled events.


• Assist with event setup and cleanup, including moving tables, chairs, and other items consistently.


• Assist with the setup of audio/visual equipment before, during, and after meetings or events.


• Meet regularly with the Director and Manager to determine weekly scheduling needs for events.


• Work Front of House/Reception for evening events, flexing schedule as necessary.


• Work with Bastrop ISD faculty and staff, as well as outside customers, in scheduling facility usage.


• Perform administrative duties including scheduling and attending meetings, inputting maintenance and purchase requests, and coordinating deliveries or pickup of items.

 

Reception and Phones:

• Communicate with BISD staff and faculty regarding scheduling meetings, facility usage, and space requirements.


• Assist patrons of the JFWPAC, including students, parents, teachers, and event guests, as needed.


• Receive incoming calls, take reliable messages, and route them to the appropriate staff.

 

Accounting and Inventory:

• Keep and maintain the departmental budget under the direction of the Director and Manager.


• Provide estimates, quotes, and invoices for outside renters in coordination with the Director and Manager.


• Order and maintain inventory of supplies, equipment, and program materials.


• Assist in scheduling paid and volunteer student staff for events.

 

Leadership and Communication Skills:

• Maintain strong working and professional relationships with BISD staff, faculty, external renters, and the community at large.


• Clearly and concisely communicate using terminology consistent with theater and live performance venues.

 

Other:

• Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards safely and efficiently with minimal supervision.


• Other duties as assigned.

 

SUPERVISION EXERCISED: None

 

MENTAL DEMANDS/PHYSICAL DEMANDS/ENVIRONMENTAL FACTORS:

• Tools/Equipment Used: Standard office equipment including computer, printer, scanner, copier, and telephone


• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting


• Motion: Frequent repetitive hand motions (keyboard/mouse); occasional reaching


• Lifting: Occasional light lifting and carrying (up to 15 lbs.); may rarely require lifting of up to 25 lbs. or more, usually in a team lift


• Environment: Office environment with frequent interruptions; may involve occasional districtwide travel and extended or irregular hours during peak periods


• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; manage multiple tasks and deadlines effectively