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HomeMy WebLinkAboutB4 Draft Job Description Summary JOB TITLE: TOURISM COORDINATOR JOB SUMMARY: The Tourism Coordinator supports the planning, development and implementation of activities that enhance the tourism promotion efforts within Community Promotions and Economic Development programs. CLASS CHARACTERISTICS: • The Tourism Coordinator is distinguished from the Tourism Manager by the Manager’s broader range and higher level of program responsibility. • This position has no supervisory responsibilities. SUPERVISION RECEIVED AND EXERCISED: • Under general direction, performs various complex professional and administrative work related to all programs and activities in support of the City’s Tourism Business Improvement District (TBID), including public relations, media relations, constituent relations, community relations, marketing, advertising and promotions to enhance City income derived from the tourism industry. • Represent the City at consumer trade shows and special events. • Office support duties of considerable complexity requiring thorough knowledge of the program, its procedures, and operational details; provides administrative support to management; composes and prepares correspondence using considerable judgment in content and style; performs skilled word processing and data entry; provides information to the public and staff; provides complex and responsible support to the Tourism Manager for a wide variety of assignments related to administration of budgets, contracts, research projects, and department programs; and performs related work as required. EXAMPLES OF DUTIES AND RESPONSIBILITIES: (Any one position may not include all of the duties listed nor do the listed examples include all tasks that may be found in positions of this class.) • Participates in the development and coordinates the implementation of goals, objectives, policies, and priorities for the City’s tourism program. • Represents the City at consumer shows and trade shows; responsible for coordination of travel details, event logistics, and sales features. • Solicits and organizes participation from local hospitality businesses in direct sales promotions, trade shows, conferences, advertising opportunities, and other promotional programs. • Supports the planning, organization, and performance of familiarization tours of the City and surrounding attractions for groups, travel writers, and other travel professionals as necessary. • Oversees the implementation of event promotion agreements to ensure adherence to City standards and legal provisions; ensures that deliverables and reports are submitted on time and budget, progress, and activations are consistent with City policy and contract provisions. • Provides administrative support to Tourism Manager by assisting with duties of a complex nature, including preparing and editing: agenda items for Board and Committee meetings; City Manager Reports; and program agreements and support documentation. • Acts as a department representative within community groups to relay or obtain relevant information regarding departmental activities; coordinates and integrates department services and activities with other City departments and outside agencies. • Schedules and/or coordinates meetings, seminars, conferences, and training sessions for tourism program; acts as meeting and/or committee secretary including preparing agendas and informational packets, and taking and transcribing minutes for subcommittees. • Assists or administers assigned projects and/or programs as assigned by management staff; may oversee or provide assistance to the Tourism Manager in various research and department- related projects. • Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area, including budget requests; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. • Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, financial, and staff reports, newsletters, brochures, correspondence, and other specialized documents; inputs and retrieves data using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections. • Prepares and processes reports, forms, and records, such as requests for payments, purchase orders, invoices, requests for proposals, bid packages, contracts and agreements, drafts of hearing notices, draft resolutions, and mailing lists for public hearing items. • Screens calls, visitors, and incoming mail; receives and responds to calls received; provides information to the public by phone or in person to ensure an understanding of department and City policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate. • Develop, implement and maintain file, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to public and staff inquiries. • Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. • Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for the Tourism Manager approval. • Operates modern office equipment including computer equipment and specialized software applications programs. • Performs related duties similar to the above in scope and function as required. KNOWLEDGE AND ABILITIES: Knowledge of: • Principles, practices, and procedures related to advertising, marketing, public relations, and travel and tourism. • Techniques for effectively representing the City in contacts with governmental agencies, community groups, various business, professional, educational and regulatory organizations, and with property owners, developers, contractors, and the public. • Techniques for providing a high level of customer service by effectively interacting with the public, vendors, contractors, and City staff. • Recent and on-going developments, current literature, and sources of information marketing, advertising, public information, travel, and tourism programs, activities, and projects. • Practices of researching issues, evaluating alternatives, making sound recommendations, and preparing and presenting effective staff reports. • Modern office administrative practices and procedures, including the use of standard office equipment. • Organization and function of public agencies, including the role of an elected City Council and appointed boards and commissions. • Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility. • Business letter writing and the standard format for reports and correspondence • Principles and practices of data collection and report preparation. • Computer applications related to the work, including word processing, web design, database, and spreadsheet applications. • Business mathematics and basic statistical techniques. • Record keeping principals and procedures. • English usage, grammar, spelling, vocabulary, and punctuation. Ability to: • Implement goals, objectives, and practices for providing effective and efficient services. • Administer complex and technical marketing, advertising, public information, travel, and tourism programs in an independent and cooperative manner. • Analyze, interpret, summarize, and present administrative and technical information and data in an effective manner. • Effectively represent the program and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations and in meetings with individuals. • Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Perform responsible administrative support work with accuracy, speed, and minimal supervision. • Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. • Interpret, apply, and explain administrative and departmental policies and procedures. • Compose correspondence and reports independently or from brief instructions. • Make accurate mathematical, financial, and statistical computations. • Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work. • Establish and maintain a variety of filing, record-keeping, and tracking systems. • Operate modern office equipment including computer equipment and specialized software application programs. • Use English effectively to communicate in person, over the telephone, and in writing. • Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. • Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. EDUCATION AND EXPERIENCE: • Graduation from a four-year college or university with major coursework in marketing, advertising, public or business administration, or a related field is highly desirable. And/Or • Two (2) years of experience in business administration, tourism promotion programs, marketing, public relations or related sales. • An equivalent combination of education and experience. • Practical experience in tourism and/or the hospitality industry is highly desired.