JOB SUMMARY

This person in this position is responsible for providing administrative support to an assigned department in the city. The incumbent’s work generally involves public contact, maintaining a variety of records, receiving phone calls, and coordinating and scheduling meetings.

ESSENTIAL JOB FUNCTIONS

Conference Center and Tourism

• Provides administrative support and performs a variety of clerical and administrative functions for the department
• Schedules business, political, community, and interdepartmental meetings
• Maintains the department’s filing systems
• Provides clerical assistance to the Convention and Visitors Bureau Advisory Board including preparation and distribution of meeting packets and minutes
• Prepares and posts public hearing notices as required by law
• Processes invoices, purchase orders, requisitions and payroll; runs reports, as appropriate
• Assists with coordination of community events including invitations, catering needs and registration; assists with Conference Center marketing evens as needed
• Maintains a well-informed, working knowledge of the attractions and services available in the area to visitors; act as a liaison between these entities and the visitor
• Ensure that the Welcome Center is well maintained and stocked with brochures and other informational materials
• Develops and maintains ordering and inventory system for brochures
• Develops specialized visitor information as needed; supports marketing department as requested
• Tracks fulfillment of all mail and phone inquiries and produces monthly reports; compiles a monthly report from the daily visitor logs showing the total number of visitors to the Welcome Center, state of origin, reason for travel, and final destination. Produces charts for monthly Board meetings from this information
• Assists the Conference Center and Tourism Department in filling information packets for industry tour leads and conference/tradeshows
• Covers Welcome Center front desk and Conference Center, when needed
• Run monthly, quarterly and annual reports; processes leads
• Maintain knowledge of the area and attractions –implements direct mail marketing, relocation packets, RFP requests, etc.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS 

Requires High School diploma or equivalent; one (1) year of progressively responsible administrative work, with some experience in the public sector preferred; or an equivalent of education or experience.

KNOWLEDGE, SKILLS, AND ABILITIES 

• Knowledge of modern office practices, methods, equipment, and standard clerical procedures.
• Knowledge of or ability to learn the department’s rules, regulations, policies, and procedures.
• Knowledge of all municipal functions, contacts, and activities of various departments.
• Knowledge of the use of proper grammar and spelling.
• Skill in operating a computer.
• Skill in oral and written communication.
• Skill in time management, organization, and people.
• Ability to learn, understand and apply the concepts, practices, and procedures of the department.
• Ability to pay close attention to details.
• Ability to handle several projects simultaneously.
• Ability to understand and follow quickly and accurately oral and written instructions.
• Ability to prepare clear and concise reports and maintain accurate records. Ability to maintain alphabetical and chronological files.
• Ability to work independently without specific instructions.
• Ability to establish and maintain effective working relationships with City employees and the general public.
• Ability to provide excellent customer service to employees and vendors in person and by telephone.
• Ability to maintain complex records.
• Ability to have good judgment, tact, and professionalism.
• Ability to multi-task with frequent interruptions.

CERTIFICATION, LICENSE, AND SPECIAL REQUIREMENTS 

Possess and maintain a valid Georgia Driver’s License and a satisfactory Motor Vehicle Record (MVR).

PHYSICAL DEMANDS

The work requires standing, walking, sitting, lifting up to 40 pounds, carrying, pulling, climbing, balancing, stooping, kneeling, crouching, reaching, handling, speaking, hearing, and seeing.

WORK ENVIRONMENT        

The work is typically performed in an office environment.