CVB & Community Building Administrative Assistant - City of McPherson

POSITION SUMMARY                                                                                                                                 

Under the direction of the Convention & Visitors Bureau (CVB) Director, this fulltime position helps to set up, promote, develop, work, coordinate, and plan new events & conventions for the McPherson Community Building. This individual is responsible for working directly with the CVB Director & the Community Building Events Manager on events ranging from small group settings to citywide events. They must possess excellent communication, organizational and public relation skills; strong networking skills and have basic design & computer skills. This position is classified as a full-time position working Monday through Friday with varied hours. However, overtime, weekends and late hours may be required to help with special events if deemed necessary by the CVB Director or the Community Building Events Manager. This position is eligible for other City benefits. Overall, the assistant must be friendly, organized, know how to prioritize, have basic administrative skills, be creative, be a team player, self-starter, self-motivated and be able to handle a very flexible schedule.

ESSENTIAL FUNCTIONS

• Assist in daily tasks during Community Building Events;
• Assist in setting up and tearing down Community Building Events;
• Able to work a very flexible schedule;
• Assist CVB Director in keeping LED sign updated and add new items when needed;
• Assist CVB Director with daily Facebook posts and other social media;
• Send the McPherson Chamber a list of all CVB & Community Building events for the Community Calendar;
• Once a month stock brochures for Kansas Travel Center;
• Keep inventory of brochures and call the State Travel Center when more are needed;
• Assist in delivering posters to downtown businesses for CVB & Community Building events;
• Do a monthly hotel/convention report and update the Board at the monthly CVB meeting;
• Take minutes at monthly CVB meetings;
• Assist with getting volunteers for the State Fair;
• Assist CVB with all special events including: Summer movies in the Park, 4th of July Celebration,     Concerts for a Cause, Kansas State Fair, Kansas Barn Sale and Trade Shows;
• Create new events to host at the Community Building;

MARGINAL FUNCTIONS

• Follows department policies and procedures;
• Performs other duties as deemed necessary or assigned.

TRAVEL CENTER ADMINISTRATIVE ASSISTANT

POSITION REQUIREMENTS

Experience: Similar or related experience is preferred. Employee is expected to have acquired the necessary information and skills to perform the job reasonably well within six months to one year of employment.

Education:  A high school diploma or GED is required.  

Technical Skills:  A working knowledge of computers, office procedures, clerical procedures, and mathematics is required. Experience in Word and knowledge in Outlook and Excel is preferred. This employee must be able to operate computers, printers, telephone systems, photocopiers, and other office equipment. The ability to understand and anticipate problems, to type with speed and accuracy, to interpret data, to prepare reports, to concentrate on tasks in the presence of distractions, and to interpret reports and written instructions is required. This employee should possess excellent public relation, organizational, oral and written communication skills.

Problem Solving: Very limited independent problem solving is involved in this position. This employee encounters problems with citizen questions and complaints. Serious problems are reported to the Convention & Tourism Director & or Community Building Event Manager.

Decision Making: Very limited independent decision-making is involved in this position. This employee makes decisions about providing citizen assistance and performing daily duties in the most efficient manner.

Supervision:  This employee works with limited supervision from the Convention & Tourism Director & the Community Building Event Manager. This employee does not exercise any supervision over subordinate personnel.

Financial Accountability: This employee has some responsibilities for department resources.   This employee does not participate in the annual budget process.

Personal Relations:  Daily contact with the general public, co-workers, and supervisory personnel is expected.

Working Conditions: No adverse working conditions exist within this position. Working in an office setting with a computer is the primary aspect of this position. The hours are varied to meet the needs of groups contracting for the use of the Community Building facility.

Physical Requirements: Ability to lift 50 pounds. Work will involve such activities as lifting tables and chairs, pulling, pushing, carrying, handling, seeing, hearing, listening & talking. Occasional cleaning is expected. Physical activity associated with working in an office setting is also required to perform the daily duties of this position.

***The specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to successfully perform the job.