"COUNTY OF GREY - JOB DESCRIPTION"
GREY ROOTS COUNTY OF GREY - JOB DESCRIPTION ___________________________________________________________________________ POSITION: Assistant to the Tourism Manager DEPARTMENT: Clerk/Director of Council Services LOCATION: Grey Roots Museum and Archives REPORTS TO: Tourism Manager ___________________________________________________________________________ PURPOSE To provide administrative support for the Tourism Manager. Responsibilities include: general correspondence; maintaining calendar and scheduling for Manager, coordinating Committee meetings including Tourism and Economic Development, including agenda preparation, minutes and drafting routine correspondence; assisting in filing and document management; verifying accounts payable; assisting with tourism and economic data collection and research; receiving and distributing incoming mail. RESPONSIBILITIES 1. ADMINISTRATIVE AND SECRETARIAL SUPPORT FOR THE TOURISM MANAGER Provides support to Manager through responsibility for correspondence, research for reports, projects and presentations, scheduling of appointments, etc. This includes composing, preparing and proof-reading and filing of routine and confidential correspondence, reports, minutes, emails, spreadsheets, forms and memoranda. Coordinates meeting schedules and agenda development for the Tourism, Economic Development and RTMP Committees, takes meeting minutes and distributes to committee members. Completes follow up action as required. Confirms and codes invoices and accounts payable. Assists manager in tracking expenditures, budgeting and reporting for regional groups and senior government assistance programs. Books appointments for Manager. Verifies purchases and packing slips prices and codes same to the correct G/L account and submits to the Tourism Manager. Oversees tourism and economic development information mailouts and correspondence. Responsible for shipping out tourism guides and maps to distribution points around Ontario and maintaining database of distribution. Oversees the collection and recording of tourism and economic development statistics and tracking. Analyzes information and develops reports for management purposes. Assists with budget preparation by providing technical support. Ensures staff expense forms include all required information for approval and are submitted to the Manager. Receives incoming mail, distributes to appropriate staff. Responsible for good occupational health and safety practices. Other duties as assigned by the Manager. JOB DESCRIPTION – Assistant to the Tourism Manager Page 1 Created – September 15, 2009 GREY ROOTS WORKING CONDITIONS Normal work is thirty-five (35) hours per week. Flexibility and willingness to work irregular hours on evenings or weekends and some overtime may be required to complete the responsibilities of this job. Compensation for same will be in accordance with County policies. Works in a public office in full view of the public. Nature of position indicates frequent interruption and distraction, which is necessary to help callers and visitors. CONTACTS Internal Working Relationships In constant contact with other staff in the operation. Shares information with others, directs and re-directs calls, email and visitors. External Working Relationships Contact with Councillors, Clerk’s Office, Finance, Payroll, Visitor Services, Grey County Tourism and staff members, suppliers, and with Tourism and Economic Development Committee members, businesses, and the general public. KNOWLEDGE AND SKILL Two years Business Administration diploma at post secondary level or an acceptable equivalent of formal education and practical experience that can be applied to this position. Two years demonstrated experience in clerical support, preferably at the assistant level, with the ability to organize managerial workload. Experience in office administration in the use of modern office systems and equipment, including knowledge of computer software applications; Microsoft Office, Microsoft Outlook, Microsoft Word, Microsoft Excel, Microsoft Office Power Point. Good research skills and statistical information collection and reporting is an asset. Good organization, interpersonal and communication skills, ability to work independently and to be able to meet deadlines. Ability to maintain confidentiality of information and deal with constant interruptions. Valid Ontario Drivers License. IMPACT OF ERROR There is the potential of harm to the Tourism and Clerks Departments’ public image, and stakeholder relationships. Lapses in public relations, discretion and courtesy create a poor public image of the department and the way it handles stakeholders and the public. Failure to exercise diplomacy when dealing with tourism and economic development partners may damage partnership initiatives. Failure to establish strong working relations within the employee team would impede the department from being successful due to lost community and public support. Information errors create confusion and annoyance. Clerical errors can be corrected but with wasted time, and duplicated effort and financial loss may occur if errors in accounting or financial management are made. Inaccurate recording and reporting of statistical Information may result in incorrect business planning, monthly and yearly projections for marketing efforts and budget preparations. Clerical errors result in delays, disruptions and duplication of effort. Errors, miscommunication and breach of confidentially could result in unfavorable relations between staff, Council, industry partners and the public. JOB DESCRIPTION – Assistant to the Tourism Manager Page 2 Created – September 15, 2009