Aspen Art Museum

Reports to: Senior Director of Finance, Administration, and Retail Operations
Department: Finance and Administration
Employment Status: At-Will, Full-Time
FLSA Status: Salary, Exempt

General Purpose Statement

Provides general office support with a variety of clerical activities and related tasks. The receptionist will be responsible for answering and directing incoming calls, greeting guests to the administrative offices, mail distribution, flow of correspondence, requisition of supplies, management of office equipment, and provides administrative support to multiple departments.

Essential Duties and Responsibilities

• Answers telephones and directs callers to appropriate staff members.
  
• Greets and directs visitors to the administrative offices.
  
• Provides callers with general information such as museum address and hours, directions, fax number, exhibitions on view, upcoming public programs or events, museum website, and other related information.
  
• Trains new staff on use of office equipment (phones, fax, copier).
  
• Coordinates maintenance of after-hours voicemail message and staff extensions.
  
• Receives, sorts, and distributes incoming mail, both electronic and physical.
  
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.).
  
• Maintains stock and performs ordering and distribution of all office supplies and supplies for the staff kitchen.
• Coordinates service and replacement for office equipment (phones, fax, printers, copier).
  
• Maintains institutional calendar and employee directory.
  
• Posts AAM programs to local event calendars.
  
• Manages inventory of staff uniforms and tracks distribution.
• Assists with other related clerical duties such as photocopying, faxing, filing, and collating.
  
• Types and designs general correspondence, which may include charts, tables, graphs, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  
• Performs deposits, credit card processing, and prepares sales summaries.
  
• Assists with mailings and working on special projects.
  
• May answer routine correspondence.
  
• May assemble confidential and sensitive information.
• Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization.
  
• Other duties as assigned.
  

Knowledge, Skills, and Abilities

• Knowledge of the AAM’s current art exhibitions, and educational and administrative programs.
• Knowledge of the AAM mission, department policies, and procedures.
• Proficiency in standard computer applications and programs, e.g., MS Word, email, MS Excel, PowerPoint, and file management.
• Excellent organizational skills, attention to detail, and the ability to multitask under pressure in a fast-paced, team-oriented environment.
• Ability to provide excellent customer service skills and conflict resolution skills.
• Ability to be both friendly and authoritative.
• Ability to interpret or implement management policies or operating practices.
• Ability to read, understand, and complete written and verbal requests and work assignments.
• Ability to communicate effectively with individuals of varying social and cultural backgrounds.
• Ability to represent the museum with a high level of integrity and professionalism, adhere to museum policies, and support management decisions in a positive, professional manner.
• Dependability, flexibility, and adaptability in a dynamic event-driven environment.
• Ability to work days.
• Ability to read and interpret documents such as correspondence, safety rules, product information manuals, and instructions.
• Ability to work positively with colleagues, the public, and volunteers.
• Independent judgment is required to plan, prioritize, and organize diversified workload or to recommend changes in office practices or procedures.

Requirements and Qualifications

High school diploma and at least one year of relevant experience in administrative support in a professional office environment, or any other combination of experience that provides the required knowledge, skills, and abilities may be considered. Working knowledge of art history, especially contemporary art and the international contemporary art world, a plus.

Mental and Physical Abilities

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, postage machine, filing cabinets, and fax machines.
• Able to stand or walk around work area approximately 5% of the workday; remaining time (approximately 95%) is spent seated.
• Clear diction and adequate hearing are necessary for effective communication with coworkers, colleagues, and the public.
• Must be able to push and pull entrance and exit doors open or closed.
• Ability to stoop and kneel is necessary. Ability to climb, balance, crouch, crawl; use hands to finger, handle, or feel; reach with hands and arms; lift, carry and/or move up to 25 pounds unassisted.
• Must have visual acuity to see and read paper documents, hear conversation, and respond to verbal instructions.
• Infrequent exposure to weather during brief periods of time.

Hours and Work Schedule

This is a salaried position requiring availability from Monday through Friday, 9 a.m.–5 p.m. This position is exempt from the Fair Labor Standards Act and will not receive overtime pay for all hours worked in excess of forty in a seven-day workweek or over twelve hours in a day.

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