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 15^th 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

Please send resumes to Debbie Robinson at director@visitguernseycounty.com.

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