Administrative Assistant/Receptionist: (Full-Time)

JOB SUMMARY

The Administrative Assistant/Receptionist performs a full range of basic and complex receptionist and administrative functions, including answering phones, handling requests, and receiving the public’s concerns and questions in a professional manner. This position manages office interactions with outside visitors, provides excellent customer service, performs data entry, maintains official records and filing systems, and assists in the administration of the standard operating policies and procedures for the CVB. Responsibilities also include coordinating procurement and purchasing activities in accordance with established policies and procedures, managing records retention and file organization, and serving as the secondary liaison to the CVB Advisory Boards and Committees, and related administrative support functions.

ESSENTIAL JOB FUNCTIONS

• Responsible for working in conjunction with the Executive Management Coordinator to provide executive-level support to all CVB departments.


• Receives and provides information and assistance to internal and external customers regarding programs and services; communicates effectively and courteously with residents, partners, staff, and city employees in person, in writing, and by phone.


• Responsible for completing required work within a specified time period as assigned.


• Responsible for maintaining a good working relationship with co-workers, customers, and tourists.


• Coordinates the ordering of departmental supplies, monitors, and maintains supply inventories.


• Assist the Executive Management Coordinator with day-to-day assignments.


• Responsible for publishing the proper documents for CVB Boards and Committees.


• Provides executive-level support by booking travel arrangements and necessary conference registrations for the Executive team as needed.


• Performs routine clerical duties such as filing, sorting, processing mail, and creating correspondence.


• Perform a variety of clerical duties in support of the purchasing functions.


• Develops and maintains office forms and procedures, and assists with administrative tasks.


• Operates listed tools and equipment as required.


• Composes, types, and edits correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.


• Assists with the coordination and preparation of CVB Contracts.


• At times available to work outside office hours with advance notice.

SECONDARY JOB FUNCTIONS

• Supports all other divisions of the CVB when assigned.


• Performs other related duties as assigned.


• Attends/Staffs Visitor Center as needed.


• Serves as a goodwill ambassador for Visit South Padre Island.

FISCAL BUDGET RESPONSIBILITY

• Responsible for adhering and promoting to all City of South Padre Island Purchasing Policies while performing purchasing tasks.


• Prepares purchasing card reconciliation report for CVB Departments on a monthly basis.


• Maintains procurement files.

QUALIFICATIONS

Education:

• Requires an associate’s degree, high school diploma or equivalent with coursework in modern office practices such as typing, filing, and general accounting.

Experience:

• Two (2) years of related work experience in increasingly responsible modern office practices or a related field; or any equivalent combination of education and experience, equivalency to be determined by the City.


• Preferred experience and training in public record keeping.


• Preferred Open Meeting Act training.

Licenses or Certifications:

• A valid state driver’s license.

Special Requirements:

• Bilingual: Spanish and English required.

Knowledge, Skills and Abilities:   

• Ability to communicate effectively verbally and in writing.


• Working knowledge of computers and electronic data processing.


• Working knowledge of sales and marketing departments, catering services and reservation systems.


• Knowledge of Microsoft office programs.


• Working knowledge of modern office practices and procedures.


• Skill in operation of listed tools and equipment.


• Ability to focus on details and maintain organization.


• Ability to meet multiple deadlines and multi-task under changing conditions.


• Ability to handle stressful situations with tact and diplomacy.

TOOLS AND EQUIPMENT USED

Telephone; computer system; fax, postage, and copy machine; Xerox and other printers; and fleet vehicle.

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 and drive a vehicle.  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 environment changes depending on the scheduled work.  Work environment is normally located inside and air-conditioned office although employee will be required to be in outside conditions for short periods of time frequently throughout the day where the employee may be exposed to extreme heat, cold, wet, windy or humid conditions. The storage area for collateral materials and displays is located upstairs where the employee may experience exposure to dusty and very loud noises. The noise level in the work environment is moderately quiet.

Selection Guidelines

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.