Exposition and Civic Facilities Office Assistant I

PURPOSE OF THE CLASSIFICATION:   

Performs diverse clerical and administrative tasks for the management of Hatbox Event Park, Roxy Theater, Visit Muskogee, and Muskogee Civic Center. Work involves considerable contact with the public. Works independently to handle office responsibilities, coordinate schedules, and support the overall efficiency of event center operations. Maintains Tourism Information stock. This position serves as a member of the Exposition Events team.

ESSENTIAL TASKS:

• Greets and screens visitors, handles inquiries from public in person, over the phone and through email.
• Answers inquiries, manages phone calls, and directs visitors to the appropriate individuals.
• Manages office files, prepares employment and stats changes, and prepares incident reports.
• Orders and dispenses supplies for the Tourism Information Center
• Arranges conferences, meetings, and travel reservations; maintaining scheduling and event calendars.
• Prepares correspondence, reports, and memoranda; maintaining filing systems; operating office equipment.
• Performs various administrative tasks as assigned. Must report to work on a regular and timely basis.

The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position. 

REPORTING RELATIONSHIPS:

The Exposition and Civic Facilities Office Assistant I reports directly to the Exposition and Civic Facilities Administrator II

The Exposition and Civic Facilities Office Assistant I does not have any direct reports.

QUALIFICATIONS:

Training and Experience:  High School Diploma or  equivalent with specialized course work in general office practices such as computer operation, filing, accounting and bookkeeping and five (5) years of increasingly responsible related experience including supervisory responsibilities or an equivalent combination of related education and experience. 

Knowledge, Abilities, and Skills: Exceptional Customer Service Skills. Considerable knowledge of computers and electronic data processing; knowledge of modern office practices and procedures.  Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.  Skilled in typing to effectively complete work assignments, type correspondence, disseminate information to staff and others, etc; skilled to effectively provide written and oral communications. Demonstrated knowledge of standard office routines and procedures and of principles and practices of office management and supervision.  Must be proficient with computers and other office equipment with considerable knowledge in WordPerfect and Microsoft programs.  Fluency in Spanish preferred but not required.

Physical Requirements:  The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job in compliance with the American with Disabilities Act (ADA) requirements.  On a case-by-case basis, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, arm and hand steadiness and finger dexterity will be needed enough to use a key board and telephone.  Occasional sitting and standing is required.  Occasional lifting and carrying of objects up to twenty (20) pounds.  Occasional reaching, balancing, stooping, kneeling, crawling, twisting, handling and repetitive movements.  Vision, speech, and hearing sufficient to perform essential tasks.  Punctuality and reasonable attendance is essential.     Must submit to drug screening and fitness to work physical exam.

Licenses and Certificates:  Possession of a valid Oklahoma Class D driver’s license is required.  Requires ability to receive within three (3) months of employment, and maintain, a Notary Public Certification.

WORKING ENVIRONMENT:    Work in this classification is primarily indoors in an office environment.  Will travel to other City locations as required. 

WORK HOURS:  8:00 a.m. to 5:00 p.m., Monday through Friday.  Requires ability to work nights, weekends, holidays and irregular hours.