Administrative Specialist -Facility & Show Services Specialist

Major Functions

The Administrative Specialist

- Working title:

Facility & Show Services Specialist will be responsible for coordinating, providing oversight and implementation of work order systems and purchasing processes.

(
Note: These are intended only as illustrations of the various type of work performed. The omission of specific duties does not exclude them from the position.)

• Coordinates office services, personnel, budget preparation, and records control.
• Studies management methods in order to improve workflow, simplify reporting procedures or implement cost reductions.
• Proposes policies for division operations.
• Analyzes data and makes recommendations based on analysis.
• Initiates projects and works independently of close supervision.
• Analyzes unit operating practices such as record keeping systems, overtime usage, forms control, personnel and budgetary requirements to create new systems or revise established procedures.
• Processes calls from exhibitors related to electrical, internet, telecommunications, and other show-related issues. Responds to exhibitor emails and/or messages.
• Processes show orders received via fax, phone, internet, mail, or other sources.
• Audits hall power usage during events.
• Staffs the Center's Exhibitor Services booth when required prior to or during events.
• Supports clients with online ordering system.
• Organizes show orders and prepares and distributes necessary spreadsheets and reports.
• Reconciles charges for services to Events Service Center (ESC) and ensures revenues are recorded and processed in a timely manner in the accounting system.
• Maintains future shows in Momentum software to enable exhibitor ordering.
• Provides monthly sales reports by show.
• Distributes work orders for installations required on EOC.
• Updates mainfests for settlements.
• Coordinating contract and repair services by placing calls, making appointments, and facilitating vendor and contractor visits.
• Inputs work orders and distributes them to department leads and manager for assignment.
• Maintains system inventories to par levels and orders accordingly.
• Assists Special Project Coordinator with budget and personnel activities, including staff schedules, work orders for information systems (Momentus, Lucity, EOC).
• Coordinates administrative functions for facilities maintenance and show services.
• Ensures accuracy of invoices and proposals in accordance with contracts.
• Liaises with purchasing to create and maintain department-related master agreements and quotes.
• Produces accurate and timely reports related to maintenance and utility service functions.
• Maintains an accurate filing system.
• Works irregular hours as dictated by event preparation and facility utilization.
• Demonstrates flexibility in dealing effectively with unscheduled events/changed priorities/incomplete information.
• Adjusts priorities and responds with a sense of urgency to matters of importance. Keeps management promptly and fully informed of any situation that requires immediate management attention.
• Maintains positive working relationships with customers, service contractors, suppliers, and companies and firms doing business with Ocean Center, to promote coordinated services to clients.
• Supports the mission, vision and objectives of the Ocean Center and supports and implements management decisions.
• Acts as a team player, working with other departments to realize shared goals and objectives.
• May be required to supervise subordinate staff.
• Performs special projects as directed.
• May be assigned to other county locations based upon operational needs.
• Attends work on a regular and consistent basis.
• Must adhere to Federal, State, County and Local ordinances.
• Responds to emergency situations.
• Performs other duties as assigned.

Six (6) years of experience in Business Administration, Public Administration, Political Science, Social Services or equivalent experience.

OR

Bachelor's degree in Business Administration, Public Administration, Political Science, Social Services, or related field, and two (2) years administrative experience or equivalent experience.

A comparable amount of experience, training, or education may be substituted for the minimum requirements.

May be required to possess and maintain a valid Florida driver's license.

• Knowledge of basic accounting principles and procedures.
• Knowledge of principles of management.
• Knowledge of program and line-item budgetary procedures.
• Knowledge of internal and office systems analysis.
• Knowledge of office and performance analysis.
• Knowledge of division policies and procedures.
• Ability to conduct research and prepare reports based on findings.
• Ability to properly maintain county records to ensure compliance with State and Federal laws and regulations.
• Ability to communicate effectively both orally and in writing.
• Ability to interpret policies and procedures.
• Ability to analyze operations and recommend procedures to improve performance.
• Ability to make sound management…