Administrative Assistant

JOB DESCRIPTION
POSITION: Administrative Assistant
FACILITY: Bayfront Convention Center
REPORTS TO: General Manager of the Bayfront Convention Center
STATUS: Full-time / Non-Exempt
HOURLY RANGE: $20.00 - $ 25.00 per hour

POSITION SUMMARY:
The Bayfront Convention Center Administrative Assistant performs duties in a confidential administrative nature in assisting the General Manager of the Bayfront Convention Center. This position additionally supports the Convention Center sales staff with the creation and distribution of contracts and invoices as well as tracking and entering various types of payments from deposits to 􀏐inal invoicing. The Administrative Assistant will have other support responsibilities related to functions performed by other members of the Administration team.

QUALIFICATIONS:
• The Administrative Assistant must possess a high school diploma.
• He/she must be competent in general of􀏐ice procedures and practices.
• He/she must be skilled in keyboarding (80 words per minute), computer operation, and pro􀏐icient in the use of MS Of􀏐ice 365.
• Strong skills at spelling grammar, punctuation and letter composition and writing are essential.

JOB DUTIES:
• This position will work on various projects in coordination with departments, including but limited to the General Manager and Assistant General Manager.
• Administers the affairs of the Convention Center of􀏐ice. This position receives all visitors to administrative of􀏐ices. He/she receives incoming calls and mail and forwards to individuals or departments as required. They will also be responsible for monitoring marshalling garage door access system.
• He/she transcribes correspondences, documents and forms as required. This person must possess the skill to operate of􀏐ice equipment, including but not limited to telephone systems, two-way radios, copying machines, computers, credit card machine and postage meters.
• This person is required to be skilled in computer document software, such as MS Of􀏐ice 365. Experience with a sales CRM software is preferred.
• Assists with the management of the Erie Events / Bayfront Convention Center Google event calendar.
• Manage the calendar of the Bayfront Convention Administration Conference Room
• This position will perform some bookkeeping functions.
• This position will prepare contracts for all events executed in the convention center and potentially other Erie Events facilities.
• This position will prepare all invoices for all events at the convention center and forward on to clients. He/she will follow-up on payments for these events and post all payments to the client’s accounts.
• He/she will prepare the weekly deposit for the convention center.
• This position will forward customer satisfaction surveys to all contacts for their events.
• He/she will take minutes at weekly Convention Center staff meetings and monthly Safety Committee meetings.
• He/she will manage inventory of and order of􀏐ice supplies and manage the BCC of􀏐ice supply budget. This person will manage and direct certain outside vendors such as of􀏐ice supply and of􀏐ice equipment vendors.
• This person shall be capable of communicating ef􀏐iciently, effectively, and professionally with public, clients, and staff, via email, two-way radios, phone, or intercom system.
• This person will assist in distributing Convention Center information and resolving complaints.
• This person must be trustworthy to deal with con􀏐idential information in nature.
• He/she will work closely with the entire administrative of􀏐ice staff with a “can do” approach to assisting co-workers implementing systems to accomplish the goals and objectives of the Convention Center. He/she is expected to perform other duties as assigned by his or her supervisor.