Management Assistant I - Anaheim Convention Center

City of Anaheim•Anaheim, CA

About The Position

The City of Anaheim Convention, Sports, Entertainment (CSE) Department is seeking a detail-oriented, collaborative, and customer-focused Management Assistant I to support the Booking and Contract Administration division. This entry-level professional position provides administrative, analytical, and program support for convention center booking operations and contract administration. This position assists with maintaining the event booking system, preparing and processing facility use agreements, coordinating contract documentation, tracking deposits and payments, conducting research, preparing reports, and providing exceptional customer service to internal and external stakeholders.

Requirements

One (1) year of routine research, administrative support, or analytical experience, preferably in public administration, is desirable supplemented by a completion of the twelfth grade and college level coursework or specialized training in public administration, business administration, or a related field, a Bachelor’s degree is highly desirable.
An equivalent combination of experience and education sufficient to perform the essential job functions and provide the required knowledge and abilities is qualifying.
Possession of an appropriate, valid driver’s license.

Nice To Haves

Experience in public administration
Bachelor’s degree

Responsibilities

Perform a variety of technical, programmatic, administrative, and routine staff and analytical duties requiring the application of specific program knowledge and administrative skills in support of a City department, division, program, assist with booking-related functions including event scheduling, space utilization coordination, and contract tracking.
Assist in responding to inquiries regarding facility availability, event requirements, and booking procedures; provide general information to prospective users; and coordinate site visits or tours as appropriate.
Assist in maintaining and reviewing the department’s master calendar or event scheduling system to ensure accuracy of bookings, availability, protected dates, and repeat events; identify conflicts or discrepancies and coordinate corrections with appropriate staff.
Conduct research; prepare, revise, and implement various administrative policies, procedures, rules, and regulations assist in the interpretation and application of facility use policies, booking guidelines, and contractual requirements.
Conduct management studies relating to the activities and operation of the assigned department, office, or program area; conduct the more routine surveys, research, and statistical analysis on administrative, fiscal, and operational issues; assist in compiling and analyzing booking, calendar, and facility utilization data; write reports that present and interpret data, identify alternatives, and make and justify recommendations.
Provide staff assistance to management staff; participate on and provide staff support to a variety of committees and boards; prepare and present staff reports and other correspondence as appropriate and necessary; relieve management staff of administrative work assist with preparing, reviewing, and tracking event-related agreements, amendments, and supporting documentation.
Participate in planning, coordinating, implementing, promoting, and overseeing assigned programs, projects, and initiatives; participate in the development and implementation of program goals, objectives, policies, procedures, and priorities; coordinate booking-related activities with internal divisions and external agencies as assigned.
Participate in the identification, planning, development, and implementation of new and/or modified programs that would promote and enhance the mission, goals, and objectives of the City; perform the necessary research and analysis to justify the appropriateness of implementing the proposed program/project; prepare presentation materials and background documentation; assist in evaluating operational impacts related to facility use and event scheduling.
Provide assistance in resolving operational and administration problems; identify problem areas and issues; conduct research to find alternative solutions; make recommendations; including issues related to scheduling conflicts, contract compliance, or facility use.
Assist in researching, negotiating, and monitoring assigned contracts and agreements with outside suppliers, service providers, leasing agents, and others; prepare specifications and bid packages; review bids and recommend vendor selection for equipment and services; participate in the preparation of contracts; ensure work is performed in compliance with contracts and agreements including Agreements for Lease and event-related contracts.
Coordinate assigned services and program/project activities with those of other City programs, functions, departments and staff, boards, committees, and task forces as well as external agencies, groups, and the general public serve as a liaison for booking timelines, scheduling coordination, and contract-related information as assigned.
Assist with the budget development process and budget monitoring activities; provide assistance in the development of assigned budget; collect and analyze financial data; review and analyze budget requests and budget changes; make recommendations and obtain final approval for changes; create data tracking and reporting systems; monitor monthly status including tracking booking-related revenues, deposits, and projected versus actual event revenue.
Maintain and monitor assigned accounts; determine appropriate expense allocations; resolve billing payment and reporting discrepancies.
Assist in monitoring booking-related payments, deposits, and outstanding balance.
May serve as a primary or secondary contact and liaison for assigned functions and programs with other City departments and staff, the general public, and outside agencies and organizations; respond to inquiries regarding facility availability, booking procedures, and general event requirements.
May assist in establishing and administering departmental records management processes; establishing effective filing systems. including booking files, calendars, contracts, and electronic records maintained in event or business management software systems.
May plan, direct, coordinate, and review assigned activities and operations of the department including assigned administrative support, technical, and/or programmatic service areas; assign work activities, projects, and programs; review and evaluate work products, methods, and procedures; meet with staff to identify and resolve problems; recommend improvements in work flow, procedures, and use of equipment and forms; implement improvements as approved.
May participate in the selection, training, and evaluation of assigned administrative support personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and termination procedures.
Perform related duties as required.