PT Administrative Assistant (29 Hrs.)

ESSENTIAL JOB FUNCTIONS:

Definition:  Under general supervision of the Tourism Services Director, supports the planning, coordination, and promotion of tourism initiatives, events and experiences that enhance Kingsville's visibility and visitor engagement. This role provides essential administrative, logistical and communications support for tourism programs; assists in organizing ecotourism and cultural events.; services as a professional point of contact for activities held at City venues. This position requires strong organizational skills and attention to detail.

Essential Job Functions:       

• Assists department with budget tracking, purchasing and other administrative functions supporting department operations.
• Assist with coordination and scheduling events and activities that elevate Kingsville's tourism offerings and enhance visitor experiences.
• Supports logistics for events hosted at City venues, ensuring smooth operations before, during and after events.
• Communicate with event promoters to assist in clarification of expectations, provide guidance and maintain positive working relationships.
• Assist in the design of visually appealing flyers and promotional materials for tourism events. 
• Assist in the monitoring and contributing to social media campaigns to promote tourism events and initiatives
• Assist with researching tourism programs and activities.
• Assist in building and maintaining strong relationships with promoters, vendors, and local organizations.
• Serves as a frontline liaison during events and offering customer service and on-site coordination assistance.
• Assists with events schedules, itineraries, timelines and supporting documents.

ADDITIONAL DUTIES:

Perform other duties as assigned to support the mission and goals of the Tourism Department and the City of Kingsville.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Strong written and verbal communication skills

Extensive knowledge of English usage, spelling, grammar, and punctuation

Extensive knowledge of modern office methods, procedures, and equipment including computers

Strong written and verbal communication skills

Excellent customer service abilities to work cooperatively with diverse audiences, including City staff, visitors, and community partners

Ability to interpret and apply administrative and departmental policies, laws, and rules

Strong organizational skills with the ability to prioritize work, manage schedules and maintain complex records

Ability to establish and maintain effective working relationships and to communicate with department personnel, City employees and the public

MINIMUM QUALIFICATIONS:

Two (2) years of related administrative experience 

PREFERENCE:

Bilingual in English/Spanish

Experience with tourism, event scheduling or hospitality

Acceptable Equivalency:

Any combination of experience and training that would likely provide the required knowledge, skills and abilities

Conditions of Employment:

High School or GED

Valid Driver’s License

Proof of eligibility to legally work in the U.S. 

Drug Screen

Background investigation

All City employees are required in the course and scope of their employment to provide services for the benefit of the general public during emergency situations that threaten the safety of Kingsville citizens. City employees must be able to work immediately before, during, and/or immediately after an emergency in accordance with the City of Kingsville Emergency Services Policy No. 881 effective August 28, 2006.

Employee Behavior and Conduct: City employees shall conduct themselves in a professional manner and shall exhibit and extend such professional conduct appropriate for the circumstances to those with whom they come into contact both internally and externally during the performance of their duties. Examples of professional conduct include, but are not limited to, being communicative, informative, fair, honest and respectful.

PHYSICAL REQUIREMENTS:

Overall Strength Demands:   The following describes the overall strength demand of the functions performed by the incumbent during a typical workday.

The work in this position classifies the physical exertion requirements as sedentary work involving lifting no more than 40 pounds at a time with frequent lifting or carrying objects weighing up to 25 pounds.  If someone can do medium work, we determine that he or she can also do sedentary and light work.  Additionally, the following physical abilities are required:

• Dexterity: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
• Handling: Picking, holding, or otherwise working, primarily with the whole hand.
• Visual ability: sufficient to effectively operate office equipment including copier, computer, etc.; and to read and write reports, correspondence, instructions, etc.
• Hearing ability: sufficient to hold a conversation with other individuals both in person and over a telephone; and to hear recording on transcription device.
• Speaking ability: sufficient to communicate effectively with other individuals in person and over the telephone.
• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Machines, Tools, Equipment and Work Aids:

The essential functions of this position require the daily use of a computer, telephone, fax, printer, calculator, copy machine, and various resource materials.

Work / Environmental Factors:

The essential functions of this position are performed both in an office and outside environment. May be required to work hours other than the regular schedule  including nights, weekends, and holidays. This position requires regular and reliable attendance and the employee's physical presence at the work place. 

NOTE:  The above statements are intended to describe the general nature and level of work performed by an employee in this position.  These statements are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of employees in this position.

This job description is not an employment agreement, contract agreement, or contract.  Management has exclusive right to alter this job description at any time without notice.