NATURE OF WORK
This is administrative and clerical work in coordinating site visits, familiarization trips, trade missions and shows in order to promote convention sales.
Work involves performing general clerical duties for the Vice President and relieving him/her of routine administrative tasks.
Work requires the exercise of initiative, independent judgment, and discretion in handling delegated administrative details, and the performance of various clerical duties.
Employee in this position assigns and reviews the work of subordinate clerical staff.
Instructions are received from an administrative superior on new assignments and policy matters, and advice and assistance are normally available.
Work is reviewed upon completion for adherence to established policies, procedures, and results obtained.
Plans and coordinates major familiarization trips for groups of meeting planners to promote Greater Fort Lauderdale.
Coordinates sales missions and tradeshows; prepares direct payment vouchers for tradeshow registrations, electrical requirements, and other necessary arrangements.
Coordinates travel arrangements and prepares travel vouchers, prior to traveling date and summarizes upon completion, records procurement card expenses.
Coordinates appreciation awards, notifies recipients, coordinates time and date for the ceremony; selects and orders trophies; writes each proclamation.
Arranges and hosts hotel site inspections for meeting planners; attends site inspections.
Attends client and other functions to represent the GFLCVB.
Acts as lead worker and assigns and reviews the work performed by subordinates.
Takes minutes at meetings, transcribes and distributes information as appropriate; maintains mailing lists; coordinates monthly mailings.
Maintains and analyzes detailed budget report for convention sales activities; maintains bookings for the Convention Center.
Coordinates convention sales monthly productivity reports and records all Convention Center business in log books.
Coordinates monthly reports from each section and prepares packages for distribution.
Maintains sales leads binders from major publications and memberships.
Coordinates and proofreads all information necessary to produce a monthly flyer to promote Greater Fort Lauderdale hotels.
Performs related work as required.
KNOWLEDGE, ABILITIES AND SKILLS
Thorough knowledge of clerical procedures, including correspondence preparation, filing systems, office machine operation, business English and commercial arithmetic.
Thorough knowledge of established procedures and practices for taking minutes.
Considerable knowledge of the clerical procedures applicable to the organizational activity to which assigned.
Considerable knowledge of the principles and practices of sales techniques.
Ability to plan, assign and coordinate the work of subordinate clerical staff.
Ability to take and transcribe dictation and/or transcribe dictation tapes into word processing software at a high rate of speed.
Ability to operate both a personal computer and electric typewriter at an accurate and rapid rate of speed.
Ability to search for and compile data from files and other sources applicable to topic of concern.
Ability to make decisions in accordance with office procedures, ordinances, and departmental rules.
Ability to handle multiple tasks and prioritize workload accordingly.
Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Ethics and Conflict of Interest policies.
Ability to establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds regardless of race, religion, age, sex, disability, political affiliation or sexual orientation.
Skill in dictation and the use of a typewriter, and/or dictating machine and a personal computer.
REQUIRED EXPERIENCE AND TRAINING
Graduation from high school or an equivalent recognized certification including or supplemented by course work in data processing and/or keyboarding and transcription and/or dictation; six (6) years experience in general office and clerical work including four (4) years general sales experience; or any equivalent combination of relevant training and experience.
Bargaining Unit: White Collar
FLSA Status: Non-exempt
Code of Ethics
Work Locations: Greater Fort Lauderdale Convention and
Class Spec. Estab./Revised: E06/01