Administrative Assistant I

Job Title : Admin Assistant I FLSA: Hourly/Non-Exempt

Department: Expo & Tourism Development Reports to : Tourism Director

Salary Range: $16.00 - $19.41

This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).

General Purpose :
Under the general supervision of the Tourism Director and performs administrative, clerical and accounting support for the department. Performs a variety of administrative and staff support duties for a specified unit/department, which require a range of skills and a knowledge of organizational policies and procedures. Assists and directs visitors, and resolves administrative problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents.

Essential Functions:

• Welcome and greet guests/clients.
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages.
• Coordinates and performs a range of staff and/or operational support activities for the unit; serves as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
• Provides administrative/secretarial support for the department/division such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries.
• Operates personal computer to compose and edit correspondence and/or memoranda from dictation, verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements.
• Posts, balances, monitors, and reconciles internal department/division monthly ledgers, budgets, and financial reporting system reports; may prepare drafts of budget planning documents; may serve as department/division book holder and/or paymaster; may manage petty cash disbursements and reconciliations.
• Establishes, maintains, and updates files, databases, records, and/or other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
• Sorts, screens, reviews, and distributes incoming and outgoing mail; composes, prepares, or ensures timely responses to a variety of routine written inquiries.
• Requisitions supplies, printing, maintenance, and other services.
• Organize and maintain digital and physical filing systems for easy retrieval of tourism materials, reports, and records
• Provide information and assistance to tourists, clients, and stakeholders regarding destinations, services, local attractions, and events.
• Liaison with tourism partners, vendors, and service providers to coordinate deliveries, bookings, or support services.
• Maintain updated contact lists for hotels, attractions, transportation providers, and community partners.
• Oversees EXPO RV reservations and operations.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Ensure compliance with organizational procedures and tourism industry guidelines.
• Performs all other duties as assigned.

Knowledge, Abilities and Skills:

• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Ability to communicate effectively, both orally and in writing.
• Records maintenance skills.
• Ability to maintain calendars and schedule appointments.
• Database management skills.
• Ability to analyze and solve problems.
• Ability to make administrative/procedural decisions and judgments.
• Word processing and/or data entry skills.
• Ability to create, compose, and edit written materials.
• Organizing and coordinating skills.
• Receptionist skills.

Minimum Qualifications:
High school diploma or GED certificate. Consideration will be given for experience in similar position with similar duties.

• 1+ years of experience as an administrative assistant a plus;
• Proficient with Microsoft Suite and common office equipment;
• Ability to be flexible in scheduling, including ability to travel, and be sensitive to deadlines;
• Possess strong public relations skills with the ability to work tactfully and courteously with staff, business partners, public officials and agencies, private sector professionals, and the general public.

Distinguishing Characteristics:
This is a full-time, hourly position with regular work hours Monday-Friday, 8:00am to 4:30pm. Some evenings and/or weekends may be required.

Physical Demands:
The work is typically performed while intermittently sitting, standing, walking, or stooping. The employee occasionally lifts light to moderately heavy objects, occasionally up to 50 pounds; and uses tools or equipment requiring a high degree of dexterity.

Work Environment:
Day-to-day work is typically performed in the Expo office; however, daily operations and communications are to be continued when the individual is traveling on business. Working outside of the office could consist of travel- or tourism-related trade shows and conventions, not the typical office environment.