Administrative Specialist (Part-Time)

Overview:
Raleigh Arts, a division of the Raleigh Parks, Recreation and Cultural Resources Department, works to realize the City’s vision that Raleigh is a community connected through arts and culture, where every person is empowered to lead the creative life they envision. A key component is the Raleigh Arts Commission’s Grant Program, which administers over $2 million dollars in municipal funding to nonprofit organizations annually and provides capacity building and professional development programs for the local arts community. Raleigh Arts seeks an exceptionally detail-oriented individual with strong organizational skills, an affinity for numbers and the ability to multi-task to support this growing program as its part-time Administrative Specialist, working 19 hours/week.

Job Description:
The Administrative Specialist reports to the Arts Grant Director and provides specialized administrative support for the Arts Grant Program's application process, professional development events and capacity building programs. This position processes grant payments and reviews grant recipient financial reports, checks in grant applications and tracks grant compliance overall. The Administrative Specialist also acts as a supportive resource for applicants and program participants and handles registration and logistics for a variety of events, classes and workshops.
Position Responsibilities:
● Handles all grant recipient payment requests, including review and approval. Tracks payments against total grant awards, troubleshoots and resolves issues. Works with Finance Department staff and others to ensure timely grant payments are made.
● Reviews and approves submitted grant recipient expense reimbursement reports to ensure expenses meet program parameters and complete back-up documentation has been submitted.
● Handles other program finance/procurement tasks using the City’s PeopleSoft finance system. Obtains vendor quotes; initiates requisitions for materials and/or services; performs program budget and order tracking; monitors grant contracts.
● Checks-in and reviews for compliance all submitted grant applications, reports and other documentation. Tracks funding compliance for all grant recipients.
● Prepares, updates and maintains spreadsheets, databases, financial system information, and report; collects, compiles and reviews data and documents; identifies data issues and recommends solutions.
● Builds and updates digital application and report forms. Develops and updates registration and evaluation forms for grant workshops, capacity building programs and other events.
● Handles and tracks workshop and professional development program registrations, including participant communications and customer service. Assists with meetings and events as needed by welcoming participants, assisting with activities and taking notes.
● Handles logistics for meetings, workshops and events, including reserving facility spaces, monitoring and maintaining supplies, event set-up and providing technical support related to equipment and audiovisual systems.
● Acts as a supportive public contact for grant applicants, recipients and others, to answer questions, notify recipients about reporting issues and assist in resolving them.
● Performs records retention duties in accordance with established policies and procedures; scans and maintains documents, files and records; assists with records and procedural audits.
● Updates and maintains database information and related reports; researches and retrieves information; reviews data for accuracy and makes corrections; and identifies data issues.

Preferred Qualifications:
The ideal candidate is exceptionally well-organized, highly detail-oriented and energetic professional with administrative and finance work experience. Has a knack for and experience working with numbers, spreadsheets and/or finance systems like PeopleSoft. Self-starter who works well independently and as part of a collaborative team to prioritize and complete multiple projects with competing deadlines quickly and accurately. Has strong customer service skills and demonstrated ability to positively engage a variety of constituencies, including people across diverse cultural backgrounds and people with disabilities. Arts administration experience is a plus.

Education/Experience Required:
High School Diploma or GED and five years of related clerical and/or office support experience; some college and/or paraprofessional accounting or bookkeeping experience preferred. OR An equivalent combination of education and experience sufficient to successfully perform the duties of the job such as those listed above.