Administrative Assistant

Job Title: Admin Assistant I

FLSA: Hourly/Non-Exempt

Department: Expo & Tourism Development

Reports to: Tourism Director

Salary Range: $16.00 - $19.41

Under the general supervision of the Tourism Director, 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.

• Welcome and greet guests/clients
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
• Coordinate and perform a range of staff and/or operational support activities for the unit; serve as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems
• Provide administrative/secretarial support such as answering telephones, assisting visitors, and resolving and/or referring a range of administrative problems and inquiries
• Operate 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
• Schedule and coordinate meetings, events, interviews, appointments, and/or other similar activities for supervisors, which may include coordinating travel and lodging arrangements
• Post, balance, monitor, and reconcile 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
• Establish, maintain, and update files, databases, records, and/or other documents; develop and maintain data, and perform routine analyses and calculations in the processing of data for recurring internal reports
• Sort, screen, review, and distribute incoming and outgoing mail; compose, prepare, or ensure timely responses to a variety of routine written inquiries
• Requisition 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
• Liaise 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
• Oversee 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
• Perform all other duties as assigned

• 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

High school diploma or GED certificate. Consideration will be given for experience in a 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

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.

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.

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.