Tourism Operations and Marketing Specialist

POSITION TYPE:
Salary, Exempt

This position independently coordinates the administrative, operational, visitor-service, and routine marketing functions that support Visit Cape. The employee exercises discretion and independent judgement in resolving routine-to-moderately complex operational matters, administering established processes, prioritizing competing demands, coordinating volunteers, and partners, and implementing approved programs and procedures. The position also develops original promotional materials within the established brand standards and works closely with the Visit Cape Team, City Finance, other City departments, community partners, vendors, and volunteers to ensure Visit Cape operates in an organized, responsive, creative, and financially accountable manner.

• Receives, organizes, and routes invoices for appropriate approval and payment.
• Maintains accounts payable and accounts receivable documentation in accordance with City procedures; tracks outstanding invoices and receivables; and prepares documentation required for payment processing.
• Maintains vendor records, W-9 forms, contracts, sponsorship agreements, reimbursements, advertising commitments, and other supporting documentation and financial obligations.
• Assists with purchase orders, purchasing documentation, vendor communications, tourism incentive-program documentation, and payment tracking.
• Tracks expenditures and commitments against Visit Cape’s approved budget and maintains supporting budget worksheets.
• Coordinates with City Finance regarding Munis transactions, account coding, payment status, and financial questions.
• Prepares routine financial information and reports; evaluates discrepancies, missing documentation, unusual expenditures, and budget concerns, and determines appropriate corrective action within established policies, approved budgets, and delegated authority.
• Determines how assigned Visit Cape administrative processes will be carried out; maintains project, administrative, calendar, deadline, and recurring-requirement tracking systems; and independently prioritizes competing operational demands.
• Assists with annual budget preparation, tracks project budgets and commitments, and makes recommendations that materially improve Visit Cape’s operations, internal controls, workflow, service delivery, or use of resources.
• Prepares materials for board meetings and coordinates meeting logistics.
• Maintains organizational records, contracts, agreements, reports, and other official documentation.
• Develops, documents, and implements approved administrative procedures and operational practices and recommends revisions when processes affect service quality, financial accountability, compliance, or organizational efficiency.
• Assists with grant, sponsorship, funding, and related reporting documentation.
• Monitors office equipment and supplies; exercises delegated purchasing authority within specified limits; and coordinates service, replenishment, or replacement in accordance with City purchasing requirements.
• Serves as a welcoming and knowledgeable resource for visitors and responds to inquiries by phone, email, mail, and in person.
• Independently resolves routine-to-moderately complex visitor-service and scheduling issues, balancing visitor needs, available resources, operational requirements, and established policies.
• Provides accurate information about attractions, events, restaurants, lodging, shopping, recreation, and other visitor services.
• Assists visitor with trip planning and itinerary development and distributes visitor guides, maps, and promotional materials.
• Maintains current visitor-information resources and coordinates visitor welcome materials and group welcome packets.
• Collects visitor…