Park Square Theatre Operations Assistant Saint Paul, MN · Part time Company website

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The Stories You Want | The Artists You Love Our mission is to bring generations together through stories and experiences that touch the heart, engage the mind, and uplift the spirit. Our purpose is to uplift audiences and artists through exceptional live performances, cultural experiences, and educational programs that foster connection, empathy, and inclusion. We envision a thriving artistic hub in downtown St. Paul where people of all ages and identities feel welcomed, engaged, and celebrated.

JOB DESCRIPTION

TITLE:  Operations Assistant

REPORTS TO:  Director of Production and Operations

POSITION STATUS: Part Time

ANTICIPATED SCHEDULE: 15-20 hours/week - Flexible schedule, Tuesdays required

COMPENSATION: $20.00/hour

BENEFITS: Discounted Parking, Complimentary Tickets

RESPONSIBILITIES:

Operations

• Maintain organizational calendars including space bookings
• Prepare and maintain documentation on organizational processes and procedures
• Coordinate with building management regarding building access schedule and facilities issues
• Maintain stock of office, first-aid, and safety supplies including placing orders and coordinating with vendors for restocking
• Program and maintain the organization’s HVAC schedule to ensure spaces are heated and cooled as needed while minimizing unnecessary heating and cooling expenses
• Prepare contracts and agreements for review by the Director of Production and Operations, send documents for signature and track process to ensure timely receipt and organization completed agreements
• Coordinate meetings, prepare agendas, and take meeting notes as needed

Financial Processing and Recordkeeping

• Process weekly payroll through organizations online payroll partner, gusto.com
• Prepare payroll reports and documentation as required by union agreements
• Process accounts payable transactions including vendor payments and prepare invoices for receivable accounts in coordination with the organization’s outside accounting firm
• Coordinate with purchasers to ensure all credit card receipts are submitted on time, properly coded, and in compliance with organization’s receipt policies
• Support the preparation of theatre’s annual audit and tax preparations in coordination with contracted accountants by gathering documentation, coordinating communication, and ensuring deliverables are submitted on time

Public-Facing & Box Office

• Answer incoming calls and provide general information, directing calls to other personnel as needed
• Monitor organizations shared email inboxes and respond to general inquiries or redirect to other personnel as appropriate
• Answer box office telephones during peak times, process ticket orders and exchanges, and answer patron questions

Development & Fundraising Support

• Assist with tracking donations, preparing reports, and sending donor acknowledgement letters
• Assist in tracking grant deadlines, reporting requirements, and maintaining records
• Support fundraising campaigns and special events as needed

QUALIFICATIONS:

Required: 

• Experience in office management, operations, bookkeeping, or similar role
• Proficiency in QuickBooks accounting software and Google Workspace
• Demonstrated organizational skills and attention to detail
• Excellent written and verbal communication skills
• Ability to manage multiple projects and prioritize as needed to ensure deadlines are met
• Ability to maintain confidentiality with sensitive financial and personnel information
• Proactive, solution-oriented, and collaborative demeanor

Desired:

• Experience working with bill.com AP/AR/Spend & Expense and gusto.com software platforms
• Experience working in a not-for-profit theatre or other performing arts organization
• Experience working with ticketing, donor management, and CRM software

MISSION, VISION, & DEI:

Our mission is to bring generations together through stories and experiences that touch the heart, engage the mind, and uplift the spirit. Our purpose is to uplift audiences and artists through exceptional live performances, cultural experiences, and educational programs that foster connection, empathy, and inclusion. We envision a thriving artistic hub in downtown St. Paul where people of all ages and identities feel welcomed, engaged, and celebrated.

PST understands that not all candidates will meet all of the requirements of this role. If you feel you are a good fit and can adapt or learn skills quickly, please apply.

Park Square Theatre is an equal opportunity employer committed to Diversity, Equity and Inclusion and strives to employ a diverse workforce.