Job Title

Job Family

Job Code

Job Exempt

Administrative Specialist - CVO

Non_Bargaining

AAM51

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

NB110

Hourly

$27.95

$35.65

$43.34

Job Description

Performs responsible, supervisory, and office/staff work assisting the Chief Venues Officer in technical and administrative matters. Primary duties include the coordination of activities such as budget development and administration, accounting, purchasing, supervisory work directing the activities of clerical functions, and similar support functions. Work also involves conducting special research projects; explaining policies and procedures; investigating complaints and recommending solutions; and preparing correspondence. This position involves work that is complicated with varied procedures and/or work methods that permit initiative and independent judgment. Work is performed under general supervision of the Chief Venues Officer and reviewed through evaluation of reports submitted, conferences, frequent discussions, and results achieved.

Minimum Qualifications:

Associate's Degree or Technical Certificate and two (2) years administrative experience supporting a senior-level executive (i.e., manager or above), with responsibility for conducting research, monitoring complex financial records, maintaining complex financial records, budget preparation, and handling complaints; or an equivalent combination of education, training, and experience. Valid Florida Driver's License required. Must type 40 wpm.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Schedules and coordinates appointments without prior clearance; advises supervisor and/or appropriate staff of important meetings; and organizes and assembles material needed for meetings.

Assists in budget preparation; monitors expenditures, prepares various reports, and consults with accounting, budget, or purchasing personnel to resolve problems with invoices, budget transfers, requisitions, and related issues; acquires information; and compiles quarterly reports. May prepare and/or review related reports and documents.

Requisitions supplies and equipment; verifies accuracy of statements and invoices. May monitor and maintain expenditure records.

Confers, in person or by telephone, with persons requesting service or making complaints; conducts or directs necessary research; and recommends appropriate action. May independently resolve problems or answer inquiries.

Explains functions and services of the Department; answers difficult inquiries and customer complaints in addition to collecting, preparing, and printing of informative material relating to services provided.

Assists and acts with delegated authority as assigned.

Studies office functions and advises on methods to improve programs, processes, and services; develops internal operating procedures; and attends various meetings as a representative of the Chief Venues Officer.

Participates in the selection, training, counseling, evaluation, and/or discipline of employees; explains policies and procedures to personnel; and prepares departmental payroll.

Conducts research for special projects; collects and analyzes data; and provides recommendations regarding the appropriate course of action to solve problems and/or development of new programs. May use computer in analyzing data.

Coordinates and assigns work for clerical staff to ensure workload is evenly distributed; monitors work through direct observation and quality control audits.

Trains clerical staff in office procedures and use of all equipment; informs staff of policy and procedure changes; provides technical assistance; and reviews work for completeness and compliance with established guidelines. May compile information and prepare reports and/or responses as required.

Appraises, classifies, and determines importance of records.

Is responsible for the storage and retrieval, inventory, retention schedules, and destruction of records.

Operates computer and other office machines and duplicating equipment.

Works closely with the City’s elected and appointed officials, C-suite executives, and upper management; collaborates with staff on projects, events, and initiatives that advance CVO goals.

Investigates and handles customer’s complaints in a seamless way; recommends solutions to solve challenges that arise from events performed in different facilities.

Serves as a liaison in the communication between customers, CVO, and senior management staff to investigate challenges, expedite solutions, or accomplishments of projects; assists senior management as requested.

Coordinates cross trainings, meetings, and events for member industry organizations that are housed outside of Florida.

Provides support for Guest Experience functions: Created and implemented Cultural Awareness Program/Guest Experience preparing the facility to continue enhancing customer service experiences and continue moving forward accordingly to patrons needs; translated and implemented general signage in the facility and Geico Garage to assist clients to move effectively in the ingress and egress in the facility; and created Spanish reference tools facilitating personnel, including all partners, to gain the ability to communicate effectively with clients whose native language is other than English.

Manages the automated answering system and supervises switchboard staff; schedules, tracks, and monitors customers complaints before they escalate to the Executive Office; and assesses potential improvements in the quality of service.

Manages and implements Latin grassroots initiatives/promotions/public relations for all City venues; develops and maintains relationships with civic, non-for-profit, non-profit organizations, private sector, and other government organizations/community partners.

Attends community events and serves as an active member of local organizations to continue successfully leveraging both existing and new contacts to boost awareness of the diversity of events within the Venues; collaborates with Mayor's Office on community events.

Creates, reviews, and/or translates (English/Spanish) and/or provides ideas for graphics and/or collateral materials to be distributed in the community and in the facilities during an event day; identifies partners; creates alliances to promote Orlando venues in social media, radio, television, magazine, newspapers, businesses, universities, and technical schools; serves as the liaison for Hispanic media; and assists the Booking Division with recommendations on latest trends in the Latin market and advice on talent acquisition.

Handles premium suite tickets sales, sales leads, and revenue generation for the Kia Center and Camping World Stadium.

Conducts venues tours; makes related presentations; and facilitates related business and trade partnerships.

Receives, processes, and determines recommendations for fundraising requests from the industry organizations and community (civic and non-profit organizations) for CVO final review and approval; supports fundraising efforts for member industry organizations.

Plans, coordinates, and reconciles travel for CVO and senior management.

Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of policies, procedures, and practices of assigned area; basic accounting principles and practices; budget development and administration; and office practices and procedures.

Considerable knowledge of Business English, spelling, and arithmetic.

Considerable knowledge of codes and regulations of assigned area.

Ability to communicate effectively, both orally and in writing.

Ability to conduct research, analyze, interpret and report findings, and to make valid conclusions and recommendations.

Ability to establish and maintain effective relationships with employees and the public.

Ability to compile data and develop written reports.

Ability to organize and coordinate various activities frequently with stringent deadlines.

Ability to plan and supervise the work of others.

Ability to accurately type 40 wpm.

Ability to operate computer, related office equipment and software/programs i+e+
Microsoft Office Suite, Novus, Kronos, financial applications, etc.

Ability to understand and follow complex written and verbal instructions.

Ability to learn codes, regulations, and procedures of assigned area.

Ability to accurately make difficult mathematical computations.

Ability to provide information correctly and concisely.

ADDITIONAL QUALIFICATIONS FOR PROMOTION: N/A.