Office Assistant II - RP Funding

GENERAL DESCRIPTION OF CLASS

This is an administrative support position associated with the Event Services Division at the RP Funding Center responsible for advanced clerical work. Employee in this position has developed specialized clerical skills through experience in the hospitality/meeting planning industry. Duties include processing completed work orders, contracts, time sheets, obtaining event insurance, answering telephones, receiving and tracking contracts and payments, filing, preparing event reports, and all other event related documents. Work requires initiative, independence and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation and analysis of reports and results achieved. Work requires initiative, independence and discretion in handling delegated administrative details and performing various clerical duties. Work is reviewed through observation, conversation and analysis of reports and results achieved.

ESSENTIAL FUNCTIONS AND ADDITIONAL FUNCTIONS

• Works with individual Event Managers to establish a routine and schedule that guarantees events are monitored and that all documents and payments are received as stated in the contract.
• Generates contracts and acquires relevant event insurance for repeat business accounts.
• Processes correspondence, including emails, faxes, and letters pertaining to event information, contracts, payments and event insurance, travel reports, inter-office communications, work orders, time sheets, and post-event reports.
• Monitors event progression, including all event documentation from the time the event is received from the Sales Department and repeat business accounts until passed to the Finance Department upon completion.
• Logs and distributes completed contracts into the system once received and sends the final signed copy to the client.
• Maintains and distributes Client Survey Responses.
• Inputs post-event statistics into the system.
• Provides miscellaneous clerical support as needed, including, but not limited to, answering phones, filing, faxing, record retention, ordering supplies, copying, and distributing paperwork.
• Files event folders in the community filing system once the event has been closed out.
• Develops and maintains positive relationships with clients, service partners, tourism partners, and RP Funding Center staff.
• May be required to work overtime or alternate hours as necessary for the efficient operation of the department.
Position designated as Mission Critical.

• Performs related work as required.

QUALIFICATIONS (EDUCATION, TRAINING AND EXPERIENCE) AND SPECIAL REQUIREMENTS

• High school diploma from an accredited school or a GED.
• Three (3) years of experience performing progressively more complex clerical duties; preferably in the events, hospitality or customer service industry.

• May be required to possess and maintain a valid driver’s license.
• Must maintain a valid contact phone number.

KNOWLEDGE, SKILLS, ABILITIES AND WORKING ENVIRONMENT/PHYSICAL REQUIREMENTS

• Knowledge of business English, spelling and punctuation.
• Fully functioning knowledge of office practices and procedures including various computer software applications, including Microsoft Office Applications.
• Skill in operating computers and standard office equipment.
• Ability to make accurate arithmetic computations and tabulations.
• Ability to readily acquire information and make minor decisions from working knowledge of applicable regulations and related division policies and procedures.
• Ability to communicate with the public, employees and officials tactfully and courteously; establish and maintain working relationships.
• Ability to design reports with a minimum of supervision.
• Ability to solve problems logically and expeditiously.
• Ability to develop, layout and implement clerical procedures and operations from general instructions and to coordinate the work of other clerical employees.
• Ability to prepare and maintain correspondence, proposals, contracts, reports and records; perform routine office management details with minimum supervision.
Ability to prioritize work to meet time constraints.

• The job requires mostly sedentary work that involves walking or standing some of the time, lifting up to twenty (20) pounds on a recurring basis and routine computer operations.
• Environmental exposures may include bright/dim lights and loud noises.
• The job requires normal visual acuity, field of vision, hearing, speaking, color perception and depth perception.

THE CITY OF LAKELAND IS AN EQUAL OPPORTUNITY/EQUAL ACCESS EMPLOYER AND A DRUG FREE WORKPLACE