Details
11/13/2019
Office Manager
Cambridge/Guernsey County VCB
Office Manager, Cambridge/Guernsey County Visitors & Convention Bureau
JOB DESCRIPTION
The Office Manager serves as an ambassador of the Cambridge / Guernsey County (Ohio) Visitors & Convention Bureau (VCB), helping to achieve its mission of promoting tourism in the area, educating the local public as to the value and importance of tourism, and promoting the development of tourism-related business.
Please send resumes to Debbie Robinson at director@visitguernseycounty.com.
The Office Manager demonstrates the VCB’s values by accurately gathering and disseminating information, going above and beyond expectations when serving clients, partners, and team members, demonstrating enthusiasm in all communications, initiating ideas, and building relationships that empower internal and external stakeholders to achieve success.
The Office Manager oversees day-to-day office procedures, works closely with the VCB team members on a variety of initiatives, maintains and reports accurate records, serves as a liaison for all stakeholders, and represents the VCB to the public. This role reports directly to the VCB Executive Director.
The successful Office Manager embodies the following qualities:
- strong knowledge of geographic area
- excellent office and self-management skills
- excellent knowledge of accounts payable and payroll
- working knowledge of database and word processing programs
- working knowledge of website content management programs
- strong interpersonal and communications skills, both written and verbal
- keen interest in helping all stakeholders, including travelers, partners, and internal team members
- professional, positive, and helpful attitude
- attention to accuracy
- willingness to go above and beyond in handling inquiries
- ability to work independently, as a member of a team, and in partnership with stakeholders
- flexibility in working schedule
- some experience in marketing
The values of the VCB are demonstrated by the duties and responsibilities of the Office Manager, including:
- Authenticity – gather and disseminate information accurately
- Provide relevant information about the region to callers and visitors
- Prepare month-end reports on website and .mobi visits, incoming phone calls, staff vacation days, requests for information, bulk mailings, welcome bags, visitor counts, and other operational activities as requested
- Maintain current and accurate Calendar of Events content on various websites including the VCB’s, State of Ohio’s tourism, and others: and with various magazines including Ohio Magazine, Appalachian Ohio, Country Living, and others
- Communicate Calendar of Event information to volunteers who help update ancillary websites
- Create six-month Calendar of Events brochure and manage print production
- Help maintain, update, and inventory VCB photo library and provide and track appropriate images for digital displays at various partner locations
- Help maintain current information on VCB and partner websites, including Travel Guide information
- Maintain the Glass Pass website
- Initiate phone calls to verify information
- Gather updated information for assigned Travel Guide pages for annual print production
- Complete payroll and accounts payable twice a month on the 15th and last working day each month
- Keep Petty Cash and Small Checking Account balanced
- Prepare bank deposits for Communications Manager to deposit
- Balance Sweep Account, Money Market Account, and CD Account
- Maintain accurate records on Bed Tax Receipts, Co-Op Advertisement Invoices, and Co-Op Travel Shows
- Prepare monthly financial reports for VCB Board and an Explanation of Expenses for Executive Director’s Financial Report
- Maintain Workers Compensation records and work with CareWorks Comp on all claims, forms, etc.
- Maintain all Payable and Receivable Accounts
- Prepare monthly, quarterly, and end-of-year state, local, and federal taxes
- Contact customers regarding monies due to VCB for co-op advertising
- Prepare information and assist CPA with annual 990 and biannual AUP filing
- Caring – go above and beyond expectations by giving attention with intention and kindness
- Oversee administrative duties and the day-to-day operation of the VCB
- Coordinate with vendors the maintenance and repair of all office machines
- Maintain office supplies
- Answer and respond to telephone inquiries
- Assist Executive Director with errands (picking up / dropping off materials, Post Office, etc.)
- Coordinate with vendors the resolution of technical issues including website and email systems
- Prepare and organize bulk mailings
- Import leads from disk or email to database; print labels for ad leads and prepare information and materials to assist volunteers with bulk mailings
- Keep TIC and work areas clean and organized
- Enthusiasm – communicate with excitement that displays our passion, positivity, and pride
- Greet guests, answer questions, and help direct building guests to the correct County department
- Maintain positive communication and cooperation with VCB personnel, businesses, and visitors
- Promote the VCB, its team members, and board members in a positive manner at all times
- Answer telephone promptly and provide accurate travel information; refer calls to appropriate staff or take messages
- Innovation – create unique experiences by initiating ideas, conversations, and partnerships
- Sell ad space to area businesses to help offset costs of annual Travel Guide
- Organize Travel Guide ads and coordinate placement with Stonewall Marketing
- Seek volunteers to work at various festivals and events as needed
- Assist with special projects as requested
- Partnerships – build relationships that empower our stakeholders to realize success
- Manage projects for part-time employees and the internship program, and supervises each
- Coordinate with technical webmaster the placement of Vacation Packages and integration and management of PayPal account
- Attend monthly VCB Board of Directors meeting and prepare and record minutes
- Attend Safety Council meetings
- Represent VCB at any other meetings deemed necessary by the Director
- Attend quarterly Team Tourism and Volunteer Tourism Counselor luncheons as needed
REQUIREMENTS
- Education / Experience: Associate Degree or equivalent experience
- Aptitudes: ability to organize and work independently; keep accurate records
- Skills: highly proficient in general financial functions, accounting, payroll, and reporting; proficient in QuickBooks
- Tasks: oversee day-to-day office and operational procedures
- Temperament: ability to perform a variety of tasks, often changing assignments on short notice
- Interests: must be interested in helping travelers, having contact with the public, and attention to detail
- Overtime: occasionally required to work evenings and weekends to support special events
