Administrative Technician

Job Duties:

The Convention and Visitors Bureau is seeking a qualified applicant to assist a fast-paced, high producing Sports Tourism Division with administrative services, sales support and event operations assistance. As an Administrative Technician, you will:

General Duties

• Serve as Receptionist and first line of communication for Division
• Assist in the following key areas: procurement, budgeting, data analysis, CRM database management, reporting, finance and event support
• Assist in the preparation of the Division’s annual budget by coordinating and assembling input from appropriate program budget codes into a comprehensive packet
• Provide support to the Sports Tourism Grant Program, which includes maintenance of grant distribution list, coordinate communication with grant applicants and committee members and schedule grant review committee meetings
• Provide sales support for high volume production sales team including travel planning, tradeshow and sales presentation development, lead distribution, site visits, client events and special events associated with sales processes
• Assist with marketing planning and execution of marketing plan
• Supervise Division’s temporary, part time, volunteer and intern staff
• Create and update volunteer groups for assisting with event needs

Procurement Experience

• Manage Division’s procurement and invoice processes and serve as the Division’s purchasing card reconciler
• Prepare requisitions and purchase orders per City and Department guidelines ensuring compliance with regulations
• Process vendor invoices and resolve issues using established department procedures and City AP guidelines
• Complete travel reimbursement vouchers and related travel materials

Track Financial Transactions

• Monitor, track and code expenditures
• Manage financial accounts to keep unit within budgetary guidelines
• Advise manager of projected overages/shortages and recommend corrective action to remain within budgetary constraints.
• Track expenditures for the VB Sports Center Capital Improvement Projects
• Assist PCard holders with training and credit card issues; respond to administrator’s questions regarding transactions, ensure that overcharges/incorrect charges are credited back to appropriate account.

Technology/Reporting

• Maintain the CRM (SimpleView) database including data entry, report generation, data analysis and detailed follow-up
• Track all information for new and existing events
• Build accounts, leads, and profiles
• Track partnership overviews, facility agreements, athlete/spectator numbers and room nights
• Create, format and assist with PowerPoint presentations
• Create, format and assist with government procurement bids wherein specific submission guidelines must be followed

Event Support Experience

• Assist in coordinating small city meetings that occur during normal business hours
• Partner with the VB Sports Facility operators to maintain up-to-date facility calendars
• Update and maintain all event calendars, venue calendars and website calendars to market upcoming events
• Work with local stakeholders to provide guest entertainment and discounts
• Assist in the planning, directing and supervision of sporting events
• Assist in the assembly of bid proposals, invitations and pre-con meetings
• Maintain client relations with pre- and post- event communication, data analysis and client/venue relationships

Successful candidate will:

• Have strong organizational skills
• Have strong written, oral and analytical communication skills in the form of narratives, PowerPoint presentations, Excel and accurate financial, statistical and performance reporting
• Be able to create professional presentations
• Be able to multi-task in a fast-paced, deadline driven environment
• Be detail oriented
• Be a self starter
• Be available to work infrequent evenings/weekends
• Be able to develop and maintain exceptional working relationships with hospitality partners, vendors AND service providers

As a City employee, you will enjoy a generous benefits package that includes paid time off, paid holidays, health, dental and vision insurance options, a wellness program, retirement, tuition reimbursement and more.

Minimum Requirements:

Requires any combination of education (above the high school level) and/or experience equivalent to (4) four years in fields utilizing the required knowledge, skills, and abilities.

Preferences:

• Working knowledge of MS Office with advanced Excel skills to include creating spreadsheets and related reports, Word and PowerPoint
• Experience with InSITE, Oracle Cloud Financial System or other comparable financial system
• Experience with SimpleView or other similar CRM
• Experience with supporting budget development, financial tracking and ongoing reporting
• Experience in government procurement procedures and processes

Special Instructions:

The application is the primary document used to screen for qualifications and years of experience; resumes and cover letters are not reviewed at this time. Please include entire job history on the application.