ASSISTANT BOX OFFICE MANAGER

CLASS DESCRIPTION

General Responsibilities:

This is responsible supervisory and administrative work involving the oversight of the day-to-day operations of the Madison Civic Center Box Office, either during the day or for nights and weekend operations, including filling in for absences during the day. Both positions serve as assistants to the Box Office Manager and either may be designated to perform the duties of that position in his/her absence. The work involves the coordination of computerized ticket sales, processing of mail and telephone orders, dealing with resident users, training and directing hourly cashiers, preparing fact sheets, and dealing with problems and unusual situations. The work is performed independently within established parameters and often involves decision-making in the absence of the Manager.

Examples of Duties and Responsibilities:

Oversee the operations and hourly staff of the box office on the day shift or during the evening and weekend shifts. Train and orient new cashiers, coordinate, their daily preparation and briefing, assign work, deal with difficult customers and situations and perform related functions associated with insuring high quality box office services.

Oversee the operations of the box office before and during performances. Settle out shows, pay advances to tenants, and complete documentation on sales and costs.

Prepare event guides (instruction sheets for cashiers) for each Civic Center event for which tickets are sold. Update cashiers daily on such things as new shows, special coupon offers, etc.

Recommend changes in operating procedures to the Box Office manager as necessary. Assist with the implementation of changes in policies and procedures. Insure that all policies and procedures are followed.

Work with resident user groups to pull season tickets and maintain necessary records. Oversee and process resident exchanges and other related transactions.

Process lost ticket requests; look up information; prepare passes; instruct patron on use of pass; and inform head usher of special circumstances, when necessary.

Coordinate the availability of supplies and forms, design or develop forms and materials as necessary and maintain ticket processing supplies and inventories.

Insure that the automatic system for wiring charges to the bank balances each day. Rectify the situation when problems occur.

Assume Box Office Manager's duties when Manager is away from the office.

Perform related work as required.

Knowledges, Skills and Abilities:

Working knowledge of the ticket office operations and equipment of a theater, auditorium or arena, including knowledge of computerized box office techniques and equipment. Working knowledge of methods of handling, accounting for, and maintaining records of money and tickets received and disbursed. Ability to supervise, train and schedule hourly/part-time box office personnel. Ability to establish and maintain effective public and working relationships with tenants, customers and employees. Ability to communicate effectively and to develop and maintain accurate records and reports. Skill in money handling and in customer relations and ability to teach others these skills.

Training and Experience:

Two years of responsible business experience in box office ticket sales involving administrative (recordkeeping, cash handling, and computerized systems) and leadership (training, scheduling, coordinating activities) responsibilities. Such experience would normally be gained after completion of a two (2) year Associate or Business College Degree in business, accounting, bookkeeping, or a related field or comparable college training. Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledges, skills and abilities necessary to perform the duties of this position will also be considered.