Management Assistant: (Full-Time)

This position is open until filled. 

JOB SUMMARY

The Management Assistant provides highly responsible advanced level administrative, analytical, and management support over the day-to-day operations of the Visit South Padre Island. Responsible for providing a continuous effort to improve operations, streamline work processes and work cooperatively to ensure a high level of customer service output from Visit South Padre Island.  This position plans, coordinates, and participates in various programs, administrative operations and activities including those having a City-wide impact. This position directly coordinates the scheduling and agenda flows for the Special Events Committee and the Convention and Visitors Advisory Board.

ESSENTIAL JOB FUNCTIONS

• Leads operations of the VSPI in such a manner as to convey a high sense of professionalism and competence to all.
• Provides administrative assistance to the Executive Director, Operations and Service Manager, Director of Marketing, Director of Sales, Special Events Committee, and the Convention and Visitors Advisory Board on a regular basis as needed.
• Receives and provides information and assistance to internal and external customers regarding assigned programs and services.
• Communicates effectively and courteously with residents, staff, and other employees in person, writing, and by telephone.
• Coordinates and schedules meetings for the Executive Director and Operations and Service Manager.
• Prepares written correspondence to citizen requests, and handles all incoming and outgoing mail.
• Independently prepares correspondence and reports, and assists with or independently carries out research and analytical projects as directed.
• Serves as a project lead on various projects as assigned.
• Coordinates VSPI meetings to include reserving room or space, room set up, food and beverage and clean-up.
• Conducts research, analyzes data, and prepares reports.
• Creates PowerPoint presentations, Excel documents, graphs, charts and letters for VSPI.
• Responsible for tracking analytical information for VSPI.
• Ensures the procurement of office materials, supplies, equipment and furnishings as needed.
• Acts as the Special Events Liaison in coordinating meetings or special events as requested by the Executive Director.
• Responsible for travel arrangements and necessary conference registration for Executive Director, Operations and Service Manager, Director of Marketing, Director of Sales, committee and board members as needed.
• Ensures the efficient and effective operation of the VSPI administrative section.
• Maintains locals, state, and national memberships for departmental staff.
• Attends, participates, and takes minutes for SEC and CVA and/or sub-committee or employee committee meetings as assigned.

SECONDARY JOB FUNCTIONS

• Serves as project manager when assigned.
• Assist with the Public Information Request process when assigned.
• Assist with creating Purchase Orders and coding invoices for accounts payable.
• Performs other related duties as assigned.

FISCAL BUDGET RESPONSIBILITY

• Responsible for adhering to all City of South Padre Island Purchasing Policies while performing purchasing tasks.
• Prepares purchasing card reconciliation report for Executive Director on a monthly basis.
• Accurately and timely processes invoices as backup for the Operations and Service Manager.
• Assists in providing accurate fiscal data in preparation of the VSPI Annual Budget.
• Prepares travel expense reports for the Executive Director, Operations and Service Manager and SEC and CVA Board.

QUALIFICATIONS

Education:

• Requires a high school diploma or equivalent. Bachelor’s degree in a relevant field of study preferred.

     Experience:

• A minimum of seven (7) years of progressively responsible administrative work, with at least three years in a managerial/supervisory office management position is preferred, with a substantial amount of experience in a similar public sector setting preferred; or any equivalent combination of education and experience, equivalency to be determined by the City.

Licenses or Certifications:

• A valid state driver’s license.

Special Requirements:

• Bilingual: Spanish and English preferred.

Knowledge, Skills and Abilities:   

• Extremely strong knowledge and abilities in the use of personal computers and contemporary software for the creation of reports, brochures, newsletters, databases, spreadsheets, word processing, PowerPoint presentations and internet use.
• Highly developed knowledge of contemporary administrative practices and procedures.
• Ability to perform functions of position with limited directions by using his/her own judgement, requesting supervisory assistance only when necessary.
• Ability to communicate effectively (verbally and in writing).
• Utilize strong interpersonal skills to work with the executive team and various city employees on projects.
• Ability to maintain creativity and organization while performing essential functions.
• Skill in the use of all listed tools and equipment.
• Ability to coordinate services from various sources to achieve satisfactory resolution of problems and issues while meeting deadlines.
• Exceptional skills in greeting and communicating with the public in a pleasant and courteous manner, while maintaining a highly professional demeanor.
• Ability to successfully research, address and resolve issues expressed by the community and provides feedback in a timely manner.
• Must have the flexibility to work evenings and weekends as required by the CVB Executive Director without advanced notice.
• Ability to read, interpret and apply laws, rules and regulations in reference to City government.
• Ability to gather, analyze, and evaluate a variety of data.
• Strong writing skills are required.
• Knowledge of performance improvement tools and methods.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing and spreadsheet software; calculator; telephone, copy and fax machine, and scanner.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear.  The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to lift and/or move up to twenty (20) pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The work normally takes place in an air-conditioned office area where the noise level is usually quiet.