JOB SUMMARY

Responsible for providing administrative assistance in the Tourism Development department to advance in-market communication efforts and initiatives. This position works to create advanced awareness for Marion County and better position our destination through targeting industry and community relations programs and initiatives.

ESSENTIAL JOB FUNCTIONS

• Works with Department staff to process administrative and reimbursement tasks relating to all Marketing Assistance funding programs.
• Process work orders or documents requiring office procedural knowledge. Coordinates office functions with other county departments
• Prepares correspondence and recurring reports for supervisor’s signature.
• Assists with industry outreach and communication as directed.
• Assists with the coordination of FAM tours (Familiarization Tours) to showcase area facilities and attractions in Marion County to include joining FAMs in person, facilitating itinerary building, coordinating activities.
• Facilitates community presentation development.
• Facilitates new initiatives such as travel trade communication and new product development within niche audiences, tourism advocacy and more.
• Develops and implements stakeholder messaging and engagement to include, but not limited to industry partner resources and training, industry newsletters, industry meetings and events (e.g. Annual Tourism Meeting, Focus Groups, Workshops and Roundtables) .
• Represents the Tourist Development Department at various community events that support the grant and funding programs, as well as local civic groups, schools, etc., as requested.
• May coordinate and execute pre- and post-travel documentation for department.
• Researches and may attend tradeshows and industry meetings as directed.
• Assist in the management of office including files, personnel records, purchase records and meeting schedules, often dealing personally with the matter.
• Types various department specific documentation, e.g., letters, statements, narrative and statistical reports, minutes, agenda, court orders, case files.
• Handle correspondence, at times, of a sensitive or confidential nature.
• May prepare items for mailing, i.e. visitors guides.
• Gathers collateral items for industry partners
• Liaises with marketing assistance funding recipients to receive appropriate back-up documentations for reimbursement.
• In the absence of the Tourism Development Specialist and Visitor Relations Representative, responds to inquiries and the needs of walk-in visitors, telephone and website requests while keeping extensive records of daily visitation and mailing of requested information including the ability to work efficiently and accurately in an atmosphere of frequent interruption.
• Proofread copy and corrects drafts for grammar, punctuation, and spelling in order to produce error-free work. Items include, but are not limited to, visitor’s guide, map pad, restaurant guide, in house brochures, website copy, quarterly reports, meeting minutes, etc.
• Provides excellent customer service to members of the general public and other County employees. Personal contact occurs with other employees of the unit, employees of other departments in the County, citizens, and customers of the department. Service is provided in person or by phone contact.
• Implements the organization’s guiding principles and core values.
• Performs other related job duties as assigned.

SUPERVISION
This position has no supervisory responsibilities.

QUALIFICATIONS
Education and Experience:

Associate’s Degree in, Business, or equivalent; and two (2) years’ related experience; or an equivalent combination of education and experience.

Licenses or Certifications:

Possession of a valid, State of Florida driver’s license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.

Knowledge, Skills and Abilities:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to read, analyze, and interpret routine workplace documents.
• Ability to respond effectively to the most sensitive inquiries or complaints.
• Ability to write routine reports and correspondence.
• Ability to effectively present information and respond to questions.
• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, and volume.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers,common fractions, and decimals.
• Ability to compute rate and percent and ability to draw bar graphs.
• Ability to interpret a variety of instructions in written, oral, diagram, or schedule form.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to exercise some judgment in selection of procedures, methods, or tools,equipment to own work to accomplish tasks.
• Ability to participate in development of policy, programs, plans, or procedures.
• Ability to study manual work process to determine most effective methods for essential tasks.
• Knowledge of philosophy that is consistent with the Mission Statement, Guiding Principles, Core Values and Organizational Priorities of the organization.
• Knowledge of Microsoft Office products, including, but not limited to: Word, Excel, and PowerPoint.
• Knowledge of computers and other office equipment.
• Skills in proofreading.
• Skills in organization and task prioritization.
• Ability to take a teamwork approach to the job by cooperating with others, offering to help others when needed, and considering larger organization or team goals rather than individual concerns.
• Ability to present programs and ideas clearly and concisely, orally and in writing.
• Ability to set up displays, exhibits and transport corresponding materials. Travel is required to industry events and initiatives.
• Ability to remain calm in stressful situations.
• Ability to work efficiently and accurately in an atmosphere of frequent interruption.
• Relies on experience and judgment to plan and accomplish goals; prioritizes and successfully coordinates multiple projects/deadlines simultaneously.
• Ability to establish and maintain working relationships with County officials, fellow employees, and the general public.

PHYSICAL DEMANDS

The work is light work which requires exerting up to 50 pounds of force occasionally, and up to 20 pounds of force frequently. While performing the duties of this job, the employee will occasionally be required to use hands to finger, handle, or feel, reach with hands and arms; will regularly be required to use hands to finger, handle or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, and will frequently be required to stand, walk, talk or hear.

WORK ENVIRONMENT

Work is performed primarily in an indoor environment with limited exposure to adverse environmental conditions.

Marion County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.