Assistant Convention Center Manager Business # City of Virginia Beach Job Description Date of Last Revision:

Transcription

1 Assistant Convention Center Manager Business # City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 12 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist the Convention Center Manager in the overall management and supervision of the Convention Center; manage the financial and technology functions of the Convention Center. Representative Work Functions and Responsibilities Research, analyze, and summarize various financial records to develop complex financial reports; oversee the maintenance of accounting ledgers, records and files. Coordinate preparation of division s operating and capital budgets, inclusive of revenue and expense forecasting. Prepare operating and analytical financial reports, performance measures and recommendations to establish long/short-range goals and objectives. Provide overall management of Business Center and Box Office operations. Provide overall management for all customer accounts including collection of fees, establishing accounts, billing, collections and customer correspondence. Report both direct and indirect tax revenues, calculating economic impact. Direct preparation and monitoring of payroll, accounts receivables and accounts payable. Prepare settlements for all events. Oversee ticketing for all applicable events including sales, tax reporting, cash handling and sound fiscal controls. Supervise the hiring, scheduling and training of full time and part time Business Office and Accounting staff as well as IT functions. Oversee contractual staff. Monitor contract compliance for vendors of food services, audio visual services and telecommunications/data.

2 Responsible for all facility sustainability initiatives, including but not limited to, Leadership in Energy and Environmental Design (LEED) Certification. Maintain division's event business management applications; liaison with City s Communication & Information Technology department; ensure delivery of data services to facility staff and customers. Refine existing and develop new revenue streams including food and beverage, merchandise sales, and ticketing. Serve on department and City-wide teams as industry representative. Serve as liaison to independent auditors. Administration of procurement of goods and services. Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. Performance Standards Thoroughly and accurately analyze data, prepare reports and/or correspondence; effectively coordinate and implement budget preparation and monitoring for Convention Center programs and facilities; actively utilize strong analytical and research skills for fiscal planning, budget and report preparation; correctly ensure that all financial records and transactions are maintained in an auditable condition and within generally accepted governmental accounting principles; correctly review expenditures for proper payment; efficiently direct accounting and business center staff in preparation, monitoring and maintenance of accounting records; efficiently monitor commissions from contracted service providers; efficiently develop and maintain web-enabled systems to allow customers to conduct business via Internet; establish effective budgetary controls and procedures and methods of analysis for research projects; effectively lead a crew of Account Clerks and supervisors; work well in a team environment; thoroughly assess training needs to ensure that staff maintains a professional level of knowledge and maintains established levels of productivity; continuously keep abreast of staffing patterns as they relate to job tasks; effectively promote an atmosphere of quality, learning and continuous improvement; consistently promote sustainable procurement practices, recycling and reuse programs, indoor air quality, utility monitoring and usage, and other practices that are considered environmentally sustainable. Minimum Qualifications Any combination of education (above the high school level) and/or experience equivalent to eight (8) years in fields such as Business Administration, Finance, Sales, Public Administration or Accounting, utilizing the required knowledge, skills, and abilities. Must have, or obtain, a current and valid Virginia or North Carolina driver s license in accordance with Virginia or North Carolina DMV driver s license eligibility requirements. Preferred Qualifications Three (3) years related experience in a supervisory role. Bachelor of Science in Business Administration with a concentration in Finance, Accounting, or Public Administration, and Masters in Business or Public Administration; experience with Microsoft Office Page 2 of 11

3 applications such as Word and Excel and knowledge of database applications such as Event Business Management System (EBMS) preferred. Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Positions within this class have been designated as Alpha I positions requiring employees to work during inclement weather, regardless of the City s operational status. Must complete training and obtain certification in Defensive Driving; First Aid/CPR/AED; and Trained Crowd Manager by the end of the probationary period. Certifications must be maintained for the duration of employment in this classification. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of complex economic, accounting, financial, business and public administration and human resource management principles. 2. Knowledge of goal and program-oriented budgeting, productivity analysis, and strategic planning principles and techniques. 3. Knowledge of customer relations and communications. 4. Knowledge of team dynamics required to build, facilitate and coach teams. 5. Knowledge of the preparations/administration of municipal operating and capital improvement budgets, and the principles of revenue bonds. 6. Knowledge of generally accepted accounting principles and governmental accounting standards as promulgated by recognized organizations. 7. Knowledge of City ordinances and policies governing departmental programs/operations 8. Knowledge of administration, organization and functions of municipal government. B. Skills 1. Skill in communicating with the public, employees, business, and governmental leaders, both orally and in writing, covering both technical and non-technical subjects. 2. Skill in quickly assessing resource, demands, and policy implications of pending issues 3. Skill in reviewing and interpreting financial records, preparing detailed financial reports and cost accounting studies, generating complex revenue projections and monitoring performance measurement process. 4. Skill in applying the principles and procedures of governmental accounting, governmental finance, governmental budgeting, forecasting methods, survey research, program evaluation methods and statistical techniques to complex problems and issues. 5. Skill in operating a computer and using City standard software. C. Abilities 1. Ability to issue and follow oral and written instructions and procedures of an accounting nature. 2. Ability to develop, modify and implement accounting policies and procedures. 3. Ability to make independent policy decisions and to advise others on policy and procedural matters. 4. Ability to analyze, prepare and present effective recommendations on technical reports, financial reports and statements, and complex administrative reports. 5. Ability to negotiate equitable solutions to financial and administrative problems. 6. Ability to establish and maintain effective working relationships with department, other City officials/employees, general public and outside agencies. Working Conditions Page 3 of 11

4 The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title. A more detailed description will be made available at the position (PCN) level. NOTE: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City s business. Physical Requirements: Physical refers to the requirement for physical exertion and coordination of limb and body movement. Requires sedentary work that involves walking or standing some of the time and involves exerting up to 20 pounds of force on a regular and recurring basis and routine keyboard operations. Mental Requirements: Mental refers to the degree that the job involves cognitive activities, and use of mental processes Performs specialized technical and professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; applies specialized technical or professional principles and practices; uses a wide range of administrative methods in the solution of problems; and requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressures. Environmental Conditions: Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. The job may risk exposure to traffic. Work at heights up to 100 using ladders, platforms, scaffolding or hydraulic lifts; work on curved and/or slanted roofs; work in confined spaces. Sensory Requirements: Sensory refers to hearing, sight, touch, taste, and smell required by the job. Normal visual acuity, and field of vision, hearing and speaking. Page 4 of 11

5 Assistant Convention Center Manager Operations #02405 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 12 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist the Convention Center Manager in the overall management and supervision of facility; and supervise maintenance, housekeeping, set-up, and landscape staff. Representative Work Functions and Responsibilities Supervise the hiring, scheduling and training of full time and part time operations personnel. Oversee contractual staff. Prepare and review written reports on both operations and event related incidents; and review and approve settlement reports for all completed events Act as contract administrator for contracted services. Assist in the preparation of operating budget. Provide logistical planning for facility and event activity. Liaison with Fire Marshal, Building and Code Inspectors, and various other outside agencies. Develop work standards for facility maintenance, housekeeping, set-up, and groundskeeping. Develop safety standards and periodically review facility emergency response plan. Maintain capital inventory and replacement schedule. Serve on department and City-wide teams as industry representative. Page 5 of 11

6 Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then current workloads and department needs. Performance Standards Assist the Convention Center Manager in the effective management of the facility; effectively hire, schedule, and train staff to meet operation needs; accurately communicate event and operational information to staff; efficiently administer third party contracts; provide timely and accurate logistical plans for events; continuously ensure delivery of quality operational services to customers; administer fair and effective work standards and policies; develop safe and accurate emergency facility response plans; accurately maintain capital inventory; consistently set and enforce safety standards; effectively communicate orally and in writing with staff, outside agencies, vendors, and other contacts; and effectively establish working relationships with staff, outside agencies, vendors, and other contacts. Minimum Qualifications Any combination of education (above the high school level) and/or experience equivalent to eight (8) years in fields such as Business Administration, Public Administration or Facilities Management, utilizing the required knowledge, skills, and abilities. Must have, or obtain, a current and valid Virginia or North Carolina driver s license in accordance with Virginia or North Carolina DMV driver s license eligibility requirements. Preferred Qualifications Three (3) years related experience in a supervisory role. Industry certification such as Certified Facilities Manager (CFM) or Certified Facilities Executive (CFE); experience writing technical bid specifications; experience managing facilities with a minimum of 200,000 square feet; experience in campus facility maintenance; experience in the operation of a multi-purpose public assembly facility such as convention center, arena, theater, stadium, 500 room convention hotel or similar commercial facility; experience using computerized maintenance management system (CMMS); experience supervising trade and housekeeping employees; experience using centralized computercontrolled building controls for HVAC and lighting; experience with Microsoft Office applications such as Word and Excel and knowledge of database applications such as Event Business Management System (EBMS). Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Positions within this class have been designated as Alpha I positions requiring employees to work during inclement weather, regardless of the City s operational status. Must complete training and obtain certification in Defensive Driving; First Aid/CPR/AED; and Trained Crowd Manager by the end of the probationary period. Certifications must be maintained for the duration of employment in this classification. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of the operation of public assembly facilities relating to operations, event coordination, crowd management and risk reduction. 2. Knowledge of public administration and human resource management principles. Page 6 of 11

7 3. Knowledge of Convention Center maintenance, housekeeping, event set-up, production, landscape services, and exhibitor service delivery. 4. Knowledge of technical composition, resource identification and management with emphasis on consumer shows, conventions, trade shows, and banquets. 5. Knowledge of emergency response and plan development for large facility. 6. Knowledge of the laws, rules and regulations regarding the operation and conduct of events. 7. Knowledge of convention center safety standards. 8. Knowledge of goal and program-oriented budgeting, productivity analysis and strategic planning principles and techniques. 9. Knowledge of customer relations and communications. 10. Knowledge of team dynamics required to build, facilitate and coach teams. 11. Knowledge of generally accepted accounting principles and governmental accounting standards as promulgated by recognized organizations. 12. Knowledge of City ordinances and policies governing departmental programs/operations. 13. Knowledge of administration, organization and functions of municipal government. B. Skills 1. Skill in communicating with employees, vendors, outside agencies and other facility stakeholders, both orally and in writing, covering both technical and non-technical subjects. 2. Skill in quickly assessing resource, demands, and policy implications of pending issues. 3. Skill in contract negotiations. 4. Skill in writing complex technical bid specifications. 5. Skill in human, material and capital resource management. 6. Skill in planning, directing and supervising employees. C. Abilities 1. Ability to issue and follow oral and written instructions. 2. Ability to develop, modify and implement operational policies and procedures. 3. Ability to make independent policy decisions and to advise others on policy and procedural matters. 4. Ability to logistically organize resources for a complicated annual event schedule. 5. Ability to thoroughly review each event with emphasis on detail and services. 6. Ability to manage stressful situations. 7. Ability to establish and maintain effective working relationships with employees, industry partners, as well as public and City agencies. Working Conditions The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title. A more detailed description will be made available at the position (PCN) level. NOTE: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City s business. Physical Requirements: Physical refers to the requirement for physical exertion and coordination of limb and body movement. Requires sedentary work that involves walking or standing some of the time and involves exerting up to 20 pounds of force on a regular and recurring basis and routine keyboard operations. Mental Requirements: Mental refers to the degree that the job involves cognitive activities, and use of Page 7 of 11

8 mental processes Performs specialized technical and professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; applies specialized technical or professional principles and practices; uses a wide range of administrative methods in the solution of problems; and requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressures. Environmental Conditions: Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. The job may risk exposure to traffic. Work at heights up to 100 using ladders, platforms, scaffolding or hydraulic lifts; work on curved and/or slanted roofs; work in confined spaces. Sensory Requirements: Sensory refers to hearing, sight, touch, taste, and smell required by the job. Normal visual acuity, and field of vision, hearing and speaking. Page 8 of 11

9 Assistant Convention Center Manager Sales & Service #02405 City of Virginia Beach Job Description Date of Last Revision: FLSA Status: Exempt Pay Plan: Administrative Grade: 12 City of Virginia Beach Organizational Mission & Values The City of Virginia Beach exists to enhance the economic, educational, social and physical quality of the community and provide sustainable municipal services which are valued by its citizens. The City of Virginia Beach organization is based upon a belief in the democratic process of government. This belief provides meaningful ways for citizens, reflecting the diversity of our City, to contribute to the development of public policy. This process is enhanced by organizational values which guide member performance within the Virginia Beach Quality Service System. These Values define our desired organizational culture. We value quality customer service; teamwork; leadership and learning; integrity; commitment; and inclusion and diversity. Class Summary Assist the Convention Center Manager in the overall management and supervision of the facility; negotiate agreements with facility users; coordinate event services with facility operations; and oversee City and contracted staff and services. Representative Work Functions and Responsibilities Supervise the sales and marketing, booking and management of events at the Convention Center; prepare documentation to secure contracts; meet with clients to provide information on facility services and advise clients regarding laws, rules and regulations relative to operations of various events. Review and approve settlement reports for all completed events; review written reports on both operations and event related incidents. Assist in the preparation of operating budget. Supervise the hiring, scheduling and training of full time and part time staff. Oversee contractual staff. Provide leadership and supervision of marketing strategies for programs, events and services. Act as contract administrator for contracted services. Serve on department and City-wide teams as industry representative. Perform other job duties requiring skills, knowledge and physical requirements as demanded by those duties described or less. Individual assignments will be determined by the supervisor based on then Page 9 of 11

10 current workloads and department needs. Performance Standards Assist the Convention Center Manager with the effective management of the facility; establish and maintain effective and ongoing rapport with clients to promote maximum facility utilization and revenues; effectively hire, schedule, and train staff to meet operation needs; accurately communicate event and operational information to staff; ensure delivery of quality services to customers; ensure the accurate and timely distribution of event information to the public; event settlements are completed with generally accepted accounting procedures; reports on event related incidents are completed timely and accurately; effective relationships are maintained with caterer and other contracted services; effectively foster the facility image through positive relationships with industry partners, media and general public. Minimum Qualifications Any combination of education (above the high school level) and/or experience equivalent to eight (8) years in fields such as Business Administration, Public Relations or Marketing, utilizing the required knowledge, skills, and abilities. Must have, or obtain, a current and valid Virginia or North Carolina driver s license in accordance with Virginia or North Carolina DMV driver s license eligibility requirements. Preferred Qualifications Three (3) years related experience in a supervisory role. Industry certification such as Certified Facilities Executive (CFE) or Certified Meeting Professional (CMP); experience with Microsoft Office applications such as Word and Excel and knowledge of database applications such as Event Business Management System (EBMS). Special Requirements All employees may be expected to work hours in excess of their normally scheduled hours in response to short-term department needs and/or City-wide emergencies. Positions within this class have been designated as Alpha I positions requiring employees to work during inclement weather, regardless of the City s operational status. Must complete training and obtain certification in Defensive Driving; First Aid/CPR/AED; and Trained Crowd Manager by the end of the probationary period. Certifications must be maintained for the duration of employment in this classification. Knowledge-Skills-Abilities Required to Perform Satisfactorily A. Knowledge 1. Knowledge of the operation of public assembly facilities relating to booking, operations, event coordination, crowd management and risk reduction. 2. Knowledge of marketing, decorating, technical composition, resource identification and management with emphasis on consumer shows, conventions, trade shows, and banquets. 3. Knowledge of public administration and human resource management principles. 4. Knowledge of the laws, rules and regulations regarding the operation and conduct of events. 5. Knowledge of public relations principles. 6. Knowledge of administration, organization and functions of municipal government. 7. Knowledge of goal and program-oriented budgeting, productivity analysis and strategic planning principles and techniques. 8. Knowledge of customer relations and communications Page 10 of 11

11 9. Knowledge of team dynamics required to build, facilitate and coach teams. 10. Knowledge of generally accepted accounting principles and governmental accounting standards as promulgated by recognized organizations 11. Knowledge of City ordinances and policies governing departmental programs/operations. B. Skills 1. Skill in communicating with employees, vendors, outside agencies and other facility stakeholders, both orally and in writing, covering both technical and non-technical subjects. 2. Skill in contract negotiations. 3. Skill in human, material and capital resource management. 4. Skill in planning, directing and supervising employees. C. Abilities 1. Ability to plan and organize a complicated annual event schedule. 2. Ability to thoroughly review each event with emphasis on detail and services. 3. Ability to manage stressful situations. 4. Ability to establish and maintain effective working relationships with employees, industry partners, public and City agencies. Working Conditions The below stated working conditions are intended to provide a general overview of the environmental conditions inherent in the job setting, as well as the physical, mental, and sensory requirements necessary to perform the essential functions of positions in the noted job title. A more detailed description will be made available at the position (PCN) level. NOTE: Per HR Policy 6.19, Americans with Disabilities, the City follows the requirements of the Americans with Disabilities Act (ADA) in all hiring and employment decisions. The City shall not discriminate on the basis of disability in its hiring and employment practices. The City shall make reasonable accommodations for the known physical or mental limitations of a qualified applicant or employee with a disability upon request unless the accommodation would cause an undue hardship on the operation of the City s business. Physical Requirements: Physical refers to the requirement for physical exertion and coordination of limb and body movement. Requires sedentary work that involves walking or standing some of the time and involves exerting up to 20 pounds of force on a regular and recurring basis and routine keyboard operations. Mental Requirements: Mental refers to the degree that the job involves cognitive activities, and use of mental processes Performs specialized technical and professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; applies specialized technical or professional principles and practices; uses a wide range of administrative methods in the solution of problems; and requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressures. Environmental Conditions: Environmental refers to job conditions inherent to the job setting, including those that may lead to injury or health hazards even though precautions have been taken. The job may risk exposure to traffic. Work at heights up to 100 using ladders, platforms, scaffolding or hydraulic lifts; work on curved and/or slanted roofs; work in confined spaces. Sensory Requirements: Sensory refers to hearing, sight, touch, taste, and smell required by the job. Normal visual acuity, and field of vision, hearing and speaking. Page 11 of 11