Management Assistant I - Anaheim Convention Center

About the Role

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.

Essential Functions

• 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.

Qualifications

Experience and Education: 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.

Knowledge of

• Operational characteristics, services, and activities of assigned program; basic principles and practices of public administration; basic principles and practices of program development and administration; work organization and office management principles and practices; standard organizational and management practices as applied to the analysis and evaluation of programs, policies, and operational needs related to area of assignment; basic techniques and formulae for administrative, financial, and comparative analyses; methods and techniques of effective technical, administrative, and financial record keeping, report preparation, and presentation; recent developments, research methods, current literature, and sources of information related to assigned programs and service areas; terminology used in area of assignment; basic principles and practices of budget preparation and administration and grant application and administration principles and practices; principles of business letter writing; federal, state, and local government organizations; modern office procedures, methods, and equipment including computers and various software packages; methods and techniques used in customer service and public relations; English usage, spelling, grammar, and punctuation; proper and legal facility booking policy and procedures; contractual writing, language, and legal terminology as it relates to Agreements for Lease; configuration, capacity, square footage and layout of Exhibit Halls, Arena, and Meeting Rooms for the Anaheim Convention Center; techniques and principles of space utilization and room requirements for various events; Proofreading and proper formatting of legal documents; pertinent federal, state, and local laws, codes, and regulations pertaining to public assembly facilities; convention, trade show and entertainment terminology and procedures; principles of supervision and training may be required for some positions.

Ability to

• Perform responsible analytical, programmatic, and administrative duties involving the use of independent judgment and personal initiative; participate in the preparation and administration of assigned budgets; learn methods and techniques of research and operational and administrative analysis; learn to prepare a variety of analytical and financial reports; learn to develop policies, procedures, goals, and objectives; learn to analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals; plan, coordinate, and conduct operational analyses, administrative studies, and special projects; accurately book events and maintain the Master Event Calendar; compare and read the Booking Calendar and determine space usage and purpose of space usage for each event and make corrections as required; prepare contracts and agreements to include cost estimates and final costing; interpret and explain contractual language; read and interpret building/meeting room layouts and determine space requirements; research, compile, analyze, and interpret data; prepare clear, accurate and concise tables, schedules, summaries and other materials in statistical and narrative form; establish and maintain various data collection, record keeping, tracking, filing, and reporting systems; manage multiple projects simultaneously; plan and organize work to meet schedules and time lines; participate in planning, organizing, directing, coordinating, and evaluating assigned programs, projects, events, or technical area; properly interpret and make recommendations in accordance with laws, regulations and policies; understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities; understand, interpret, and apply administrative and departmental policies and procedures as well as pertinent laws, regulations, and ordinances; oversee, direct, coordinate, and participate in the management of a assigned program area; select, train, and evaluate assigned staff may be required for some positions; supervise, organize and review the work of lower level staff may be required for some positions; plan, schedule, and review the work and performance of subordinates may be required for some positions; operate and use modern office equipment including a computer and various software packages; identify and respond to community and organizational issues, concerns, and needs; to requests and inquiries from the general public; work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person; exercise good judgment and maintain con