Description

This position will remain open until filled, with applications reviewed on an ongoing basis. This job posting may be removed at any time without prior notice. Interested applicants are encouraged to apply as soon as possible for full consideration.

Under general supervision, coordinate perform a wide range of responsible administrative, marketing, visitor servicing, and clerical work in support of the Waxahachie Convention & Visitors Bureau (CVB) and the CVB Director, and perform other duties as assigned. 

DISTINGUISHING CHARACTERISTICS:

The Waxahachie Convention & Visitors Bureau is a tourism organization under the auspices of the City of Waxahachie charged with marketing Waxahachie in the state of Texas and beyond as a year-round business, sports and leisure destination, thus strengthening the city’s economy.
Duties and Responsibilities:
The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

• Prepare, type, word-process and proofread a variety of documents including general correspondence and reports; enter a variety of data and information into the computer and maintain department specific records.
• Responsible for accounts receivables and payables functions and reconcile bank statements.
• Manage financial activity for citywide festivals and prepare financial statements.
• Assist in the design of marketing and informational material for citywide festivals.
• Coordinates and supervises work of volunteers.
• Manage vendors and logistics for citywide festivals.  
• Assist in preparing agendas for festival committee meetings, ensuring notices of meetings are posted and minutes are recorded.
• Answer the telephone and provide assistance to the general public and visitors; provide information on department and city policies and procedures as required; monitor calls, visitors and correspondence.
• Assist with coordination and servicing of group tours, conventions and sports tournaments.   
• File documents, reports and correspondence for the department; maintain filing system; maintain financial documentation, records and accounts.
• Operate a variety of office equipment including, copiers and computers; input and retrieve data and text; filing and back up computer files; complete various departmental specific reports.
• Receive, sort and distribute incoming and outgoing mail; order and distribute office supplies; and may maintain petty cash fund including balancing and submitting requests for more funds. 
• Respond to public inquires in a courteous manner; provide information concerning department operations and services; distribute and receive forms and documents related to department business.
• Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner.
• Perform other duties as assigned.

EMPLOYMENT STANDARDS:

Knowledge of:

• Operations, services and activities of a department.
• Basic principles of marketing and communications.
• Methods and techniques of providing secretarial support to the department.
• Pertinent Federal, State and local laws, codes and regulations.
• Basic principles and procedures of revenue generating accounts and financial analysis.
• Modern office procedures, methods and computer equipment.
• Principles and practices of bookkeeping and financial analysis.
• Basic mathematical calculations.
• Methods and techniques of business report preparation.
• Operations, services and activities of the city.
• Operational characteristics of modern office equipment and tools including a computer.
• Occupational hazards and standard safety practices.

Ability to:

• Interpret, explain and enforce department policies and procedures.
• Work with limited supervision.
• Multitask and work under time pressure.
• Operate a variety of modern office equipment in a safe and effective manner.
• Develop and administer an efficient records management system.
• Comply with all posting and publication guidelines.
• Type at a speed necessary for successful job performance.
• Interpret and apply Federal, State and local policies, laws, and regulations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Requirements

Education, Training and Experience:

• High school diploma or GED.
• Five years of increasingly responsible administrative experience; experience in event management and customer service preferred.  
• Any combination of relevant education, experience, and/or certification and licenses may qualify.

Licenses and certificates:

• A valid State driver license is required at the time of appointment and must be maintained throughout employment. 

Supplemental Information:
PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to handle, feel or operate objects, tools or controls; reach with hands and arms; and perform repetitive movements of hands or wrists. The employee may be required to lift or move moderately-heavy objects.

Specific vision abilities required for this job include close vision and the ability to adjust focus.

Mental Demands 

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; performs highly detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with customers and/or the public and dissatisfied/abusive individuals.

Work Environment: 

The employee works in an office environment where the noise level is usually quiet. Certain positions within the classification may require availability to work flexible schedule.

OTHER CONDITIONS OF EMPLOYMENT:

The employee may be required to work some weekends and evenings.