Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Coordinate and manage activities designed to attract meetings, conventions, reunions/weddings and special events to the local community in order to increase the City’s economic growth; organize site inspections, tours, activities, referrals and promotions of local vendors and businesses; perform a variety of customer service and office support duties and activities for the Visitor and Convention Bureau (VCB); provide information and assistance to clients and the general public; and provide support services to event and meeting planners with the goal of building repeat business.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from higher level management or supervisory staff.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Meet and correspond with convention/meeting planners to assist with itinerary planning and arrangement of hospitality services, serve as liaison between convention/meeting planners and hotels, attractions, and tour operators; determine purchases and maintain inventory of convention supplies; coordinate preparation of visitor packets for convention/ meeting attendees; coordinate with sales division to promote services.
2. Work with clients traveling to the area to design a unique travel opportunity by maximizing the services offered by local businesses and vendors; design tours and events that are group specific.
3. Enter current and prospective client information into the iDSS web based database outlining the type of client, services requested and used, event types, and any and all additional information needed in order to increase the possibility of generating sales leads.
4. Design, coordinate, and lead site inspections and familiarization tours with current and prospective clients.
5. Gather information on local attractions and vendors ensuring that all tourism information provided by the VCB is accurate and timely; design custom tours that showcase the area and attractions.
6. Design, create, and provide meeting and event planning services including promotion newsletters, welcome packets, nametags, packet stuffers, registration assistance, and custom flyers and brochures.
7. Attend events to assist with identifying and resolving any conflicts or problems, set-up information and registration tables, and work with the event/meeting planners to ensure the event is successful.
8. Procure and maintain stock of convention services supplies; calculate expenditures for conference servicing and operating supplies; ensure funds are used appropriately and assist with budget preparation.
9. Provide information to various organizations and the general public on services offered by the VCB; respond to inquiries in person and over the telephone; prepare and distribute convention/meeting calendar.
10. Compile data and background materials for a variety of reports; enter data from various sources including accounting, statistical and related documents into computer; input corrections and updates; verify data for accuracy and completeness; prepare reports and other documents.
11. Coordinate special events or projects as needed for area of assignment.
QUALIFICATIONS
Knowledge of:
Customer service techniques, practices, and principles.
Printing and exhibit building process.
Facilitation of event design and coordination.
Tourism industry; area and state attractions
Retail sales and marketing.
Methods and techniques of handling and balancing cash transactions.
Principles and procedures of record keeping and statistics.
Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
Business letter writing and basic report preparation.
English usage, spelling, grammar and punctuation.
Ability to:
Learn the operations, services and activities of the Visitor and Convention Bureau.
Respond to a wide variety of requests and inquiries from the general public.
Create effective exhibits and displays.
Create detailed timelines.
Accurately calculate, record and balance assigned transactions.
Set up and maintain a variety of files and records.
Operate office equipment including computers and supporting word processing and spreadsheet applications.
Perform varied office and clerical support duties and tasks.
Type and enter data at a speed necessary for successful job performance.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Two years of increasingly responsible experience in a customer or visitor service environment, hospitality, education, tour and/or event industries is preferred.
Training:
High school diploma or G.E.D.; supplemented by specialized training in business, sales and marketing or a related field.
Other combinations of experience and education that meet the minimum requirements may be substituted.
License or Certificate
Possession of, or ability to obtain, a valid Colorado driver’s license.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment, some travel to other locations and local attractions with some evenings and weekends required.
Physical Conditions:
Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
The following physical activities are very or extremely important in accomplishing the job’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is required to work a variety of hours including evenings and weekends. The employee is also required to perform light lifting.