CLASSIFICATION SUMMARY

The convention center administrative assistant is under limited supervision, and performs a variety of secretarial, bookkeeping, customer relations, and office management duties and assists with day to day facility operation. The convention center administrative assistant is support to the Convention Center Manager and the Ruidoso Convention Center Sales Manager in the presentation and delivery of Ruidoso Convention Center events and support services. Regular work hours are 8-5, M-F, however might be required to work irregular hours, weekends or holidays based on the needs of the department. This is a full-time non-exempt position reporting to the Convention Center Supervisor.

JOB TITLE SUMMARY

The Convention Center Administrative Assistant provides clerical support for the Convention Center Manager and the Ruidoso Convention Center Sales Manager. This position must be able to communicate effectively with clients, convention attendees and all staff. Must have a positive attitude and be able to handle various requests for information and clarifications from clients, RCC Manager, RCC staff, other Village employees and the RCC Sales Manager during the work day.

ESSENTIAL JOB FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Compiles information and projections to aid in the preparation of the annual convention center department budget, capital improvement project requests, and monitors established budget and utilizes authorized budgetary and purchasing procedures.

Performs a variety of routine office duties, including making copies, sending faxes, and distributing mail, department inventory, drafts or transcribe a variety of confidential and public information, statements, memorandums, letters, and notices from written copy, notes, or verbal requests, checks documents for accuracy and completeness

Research, compile, and summarize a variety of information to prepare periodic and special reports; prepare correspondence and variety of reports, written materials, and assists with the production of difficult an lengthy projects on a regular basis

Responsible for receiving and screens visitors, telephone callers, giving appropriate information and referring to appropriate staff including taking messages and scheduling appointments/meetings for the Convention Center Manager. Providing customer service to all clients with coping documents or sending faxes for the customers.

Represents the Ruidoso Convention Center by signing contracts for leases.
Convention Center Administrative Assistant is also a delegate for time sheets to check and review time entries for convention center personnel. As a delegate you can change time entries or enter time for someone that is off.

Maintains manual and computer records for department, including employee files, contracts, vehicle maintenance records, utility, construction, and maintenance records
Performs routine bookkeeping which includesreconciles sales, monitor contracts, and leases, and prepare billing of customers. Prepares final invoice for client, mails the invoice to the client with a thank you letter, receiving and receipting payments for bookings and prepares daily deposits and revenue reports.
Performs all travel requests for the department, monitors all purchases, receives receipts and processes all Purchase Card purchases for the Convention Center Manager.
Provides department purchasing projects and procedures that include preparation of requisitions, elicit price quotes, then compares invoice to purchase requisitions to make sure they match and are complete, then submits signed and coded invoices to finance for payment.
Monitor charges to department budget. Maintains and cleans the office area
May assist with setup and cleanup of rooms and run errands for the Ruidoso Convention Center.
May assist with monitoring restrooms during big events
Maintain equipment and office supplies
Responsible for organizing own work, setting priorities and meeting all deadlines.
Demonstrate continuous effort to improve operations, streamline work processes and work cooperatively and jointly with customers, other staff, and vendors.

PHYSICAL DEMANDS
- Ability to maintain physical condition and stamina appropriate to the performance of assigned duties and responsibilities which may include sitting, standing, or walking for extended periods of time, driving or riding in vehicles
- The usual requirements in an office environment may require lifting boxes of supplies, equipment, and occasional adjustments of office furniture. Frequently required to sit, talk or hear
- Frequently required to stand, walk, use hands to handle or operate objects, controls, or computer or office equipment
- Occasionally required to reach with hands and arms, climb, stoop, kneel, or crouch
- Occasional pushing, pulling, lifting and/or moving up to 25 pounds
- Occasional squatting or bending required
WORK ENVIRONMENT
- Noise level could be low to noisy depending on where you are working in the convention center.
- Available for occasional night and weekend work.
- Ability to perform duties and adapt to flexible work schedules as established by Ruidoso Convention Center Manager
- Possess ability to adapt to inclement weather conditions and/or situations.
- Ability to work in stressful environment and deal effectively with stress.
- While performing the duties of this job, the employee works in a business office setting but is also occasionally required to work in the Convention Center rooms. While working in Convention Center rooms/restrooms, the employee is occasionally exposed to fumes or airborne particles, outside weather conditions and moving mechanical parts and/or machinery.
TRAVEL REQUIREMENTS
- Minimal travel - ability to travel for activities such as meetings, classes, and workshops
- Overnight travel as required

QUALIFICATIONS:

High School Education or equivalent required
Training in administrative or clerical skills and experience preferred.
Excellent communication and organizational skills required.
3 years of customer service experience required.
High level of computer to include Microsoft software experience required.
Must be able to pass criminal history checks
Must be willing to take and pass a drug/alcohol test and comply with agency “Drug Free” Policy.
Must possess and maintain valid New Mexico motor vehicle operator’s permit of appropriate classification and endorsement as required. Must agree to maintain a satisfactory MVR and minimum requirement of insurability as required by law. MVR background checks may be conducted by the agency.

Ability to balance a variety of duties, prioritized and meet deadlines required.

Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with elected and appointed officials, project contractors, representatives of other governmental units, professional contacts
Ability to understand and carry out instruction and procedures with minimal supervision

Ability to communicate effectively with all levels of employees and management, both orally and in writing using correct business English, including spelling, grammar, and punctuation.
Must be flexible and able to adapt to change in the workplace.

Knowledge of the professional public management techniques involved in budgeting, public relations, contract negotiations and contract administration, and general project management

Knowledge of functions and roles of assigned department or office and its staff
Knowledge of specific reporting requirements for department
Knowledge of the policies, goals, and procedure of the Ruidoso Convention Center
Knowledge of the principles and practices of operating a convention center facility
Knowledge of records maintenance procedures and practices
Knowledge of Village of Ruidoso purchasing policies and procedures
Knowledge of the principles and practices of budgeting and administration
Knowledge of basic office procedures and practices, grammar, and business English
Knowledge of organizational rules and procedures relating to times sheets, and cash handling
Skill in using a switchboard with four incoming lines
Skill in programming a marquee sign through specialized computer software for upcoming events
Skill in using standard office equipment, including personal computers, copying machines, and a fax machine
Skill in using word processing, spread sheets, and specialized computer event/booking calendars
Skill in performing routine mathematical calculations such as addition, subtraction, multiplication and division and the calculation of percentages
Skill in customer relations
Skill in organizing and maintaining manual and computer files and records
Skill in establishing and maintaining routine working relationships with citizens, departmental staff, event planners, outside agencies and employees

Village of Ruidoso

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Administrative Assistant Convention Center