Office Coordinator (RSLEC)

Description

The Office Coordinator performs administrative duties for the Reno-Sparks Livestock Events Center. This position also relieves the managers and supervisors of a variety of clerical and administrative tasks and provides continuity to the operations of the office. In addition to reporting to the RSLEC Director of Operations, this position will also report indirectly to the Office Manager at the Reno-Sparks Convention Center. Works closely with the Events booking system and finance, and performs any other duties as assigned.

JOB DUTIES AND RESPONSIBILITIES:

• First point of contact in the office over the phone and in person.  Provides excellent customer service to clients by providing information to ensure a quality experience at the specific venue.
• Answers all phone lines in a professional and courteous manner. Responsible for the tactful and accurate dissemination of information ensuring the needs and questions of the client or caller are understood and resolved.  If unable to assist or resolve callers and/or visitors to the office, refer them to the appropriate staff member.
• Establishes and maintains files by keeping them up-to-date and in logical order.  Attaches the appropriate files to correspondence to be answered by team members in specific departments.
• Promptly opens, time stamps, sorts, and distributes mail.
• Maintains file systems, file correspondence and storage areas in an orderly manner.
• Coordinates and arranges facility staff meetings and other meetings as needed.  Prepares invites, agendas, reserves, and prepares meeting locations and times, and takes minutes.
• Orders and maintains supplies for the venue and arranges office equipment maintenance.
• Reserves RV spaces, collects payments, provides receipts, and coordinates all on-property RV reservations and check-ins.  Maintains, tracks, and distributes RV report.
• Supports the sales and events and operations departments as needed by accessing required systems and assisting clients.
• Prepares written drafts and composes correspondence requiring discrimination and judgment in the selection of data or the interpretation of rules or policies. Produces accurate typed memoranda and reports that are clear and professional and in conformance with established formats.  Edits written draft documents to ensure proper wording, grammar, and content.
• Checks and tabulates statistical or accounting data.
• Assists the RSLEC Director of Operations in scheduling appointments exercising discretion in committing the Director’s time.
• Performs departmental administrative duties and assists managers and supervisors with projects as determined appropriate and necessary by the RSLEC Director of Operations.
• Assists the RSLEC Director of Operations in the preparation of the facility’s annual budget ensuring the necessary documentation defining the amount and level of services provided is included.  Maintains event payments, invoicing, and ancillary revenue statistics for annual budget.
• Maintains accurate event cost and/or budgetary records. 
• Sets up new vendors and submits request for invoices to Finance Department.  Works closely with Finance Department to ensure timely payment of invoices. Coordinates monthly invoicing of payment plans (deposits) for clients.
• Assists with maintenance and upkeep of department/facility specific software and/or web site.
• Maintains a variety of database systems by correctly and promptly entering information to the systems. Understands and can apply appropriate procedures to use the database systems to respond to requests for reports and information.
• Assists the RSLEC Director of Operations in the creation and development of event/facility performance reports for distribution to the VP of Facilities and RSCVA Executive staff.
• Complete informational reports as required.  
• Consistently demonstrate positive, interpersonal relations with all constituencies; cooperate harmoniously with others in the accomplishment of the RSCVA’s strategic goals and objectives.
• Maintain confidentiality at all times.
• Is knowledgeable in the RSCVA Safety Program and takes necessary steps to maintain a safe work environment.  Adheres to safe work practices to prevent injuries.
• Establishes and maintains effective working relationships with others.
• Adheres to attendance and punctuality requirements per RSCVA policy.  Provides proper notification for absences and tardies. Takes corrective action to prevent recurring absences or tardies.
• Uses time effectively and constructively. Does not abuse supplies, equipment, and service.
• Observes all RSCVA and departmental policies governing conduct while at work (e.g., telephone and computer use, electronic messaging, smoking regulations, parking, breaks and other related policies).
• Performs other duties as assigned or requested.

BENEFITS:

The Reno-Sparks Convention & Visitors Authority offers a comprehensive benefits package to all full-time employees:

• 100% employer paid Medical, Dental, Vision, Group Life, Long-term and Short-term Disability Insurance for employees.
• 50% employer paid Medical, Dental, Vision and Group Life Insurance for dependents.
• Enrollment in the Public Employees Retirement System of Nevada – 100% employer paid contributions.
• Paid vacation and sick time.
• 12 paid holidays.
• 457(b) Deferred Compensation plan.
• Additional voluntary supplemental insurance programs.

Qualifications

JOB QUALIFICATIONS:

• 3 years of experience in providing responsible support services to professional and technical staff.
• Knowledge of modern office procedures and practices including business correspondence, record-keeping systems and office equipment.
• Must be computer-literate/fluent with a high level of keyboarding skills, and be knowledgeable in various software programs, such as Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Ability to multi-task.
• Ability to perform difficult administrative tasks involving the use of sound judgment and requiring accuracy and speed.
• Ability to create, review, and comprehend clear and comprehensive documentation and reports.
• Ability to effectively communicate, both in writing and verbally, and with tact and poise, with staff, visitors, vendors, and public.
• Ability to understand, interpret, and apply appropriate rules, regulations, and written directions to specific situations.
• Have a strong grasp of the English language and proper grammatical usage as well as identifying and correcting errors in grammar and arithmetic calculations in a variety of documents.
• Possess excellent organizational skills and attention to detail
• Remain flexible and be able to adjust to situations as they occur.
• Ability to work independently and apply sound judgment in accomplishing workload priorities, and in contacts with officials and members of the general public in routine, emergency, or emotional situations.
• Ability to develop and maintain effective and cooperative working relationships with various representatives of entertainment and cultural organizations. 
• Possess a valid Nevada Driver’s License.

PHYSICAL REQUIREMENTS:

• Frequently required to sit, stand, walk, bend (at neck and waist), twist, reach above & below shoulder level as needed during the shift. 
• Simple grasping as well as repetitive use of hands and fine hand manipulation are needed to finger, handle, or feel objects, tools, or controls to accomplish essential functions.
• Frequently required to talk or hear.
• The employee is occasionally required to climb or balance, stoop, kneel, and crouch.
• Specific vision abilities required include close, distance, color, peripheral vision, depth perception, and the ability to adjust focus.  
• Lift up to 15lbs on occasional basis.

WORKING CONDITIONS / ESSENTIAL FUNCTIONS:

• Occasionally exposed to wet and/or humid conditions.
• Occasionally exposed to various weather conditions, fumes, or airborne particles, and chemicals.
• May work near moving mechanical parts.
• The noise level in the work environment is usually quiet while in the office, or moderately noisy when outside the office.