Marketing & Sales Administrative Asstistant

This is administrative position assisting the City of Pigeon Forge Tourism Department while focusing in the Marketing and Sales areas. Activities associated with the job include compiling and confirming accurate information for Pigeon Forge businesses, completing required cash reports, receipts and other record keeping for Pigeon Forge collateral ad sales. Additional Activities include assistance in the VIP Guest Card Program, assist when necessary with meetings and events held by the Pigeon Forge Department of Tourism, maintain up-to-date office documents, reports and files and composing correspondence and emails on a daily basis. Job related duties require experience performing sales, marketing, and tourism related activities, attention to detail, considerable knowledge of desktop publishing software programs, and strong organizational, interpersonal and decision-making skills. Job performance is evaluated by the Tourism Marketing Manager.

Illustrative Examples of Work

• Gathers information, verifies information for materials generated by the department of tourism for accuracy, completeness and conformance with governing regulations, policies and procedures.

• Completes cash reports, receipts and other record keeping for ad sales, etc.

• Prepares all VIP Guest Cards and Guest Card Vouchers requested from other departments including the completion of the card and preparation of the welcome letter and packet.

• Assists the department with coordinating events that require extra support staff.

• Develops, revises and maintains up-to-date office documents, reports and files and composes correspondence and emails on a daily basis.

• Collects and prepares information for the Special Events calendar for the City of Pigeon Forge for utilization by several publications and businesses.

• Researches, gathers and organizes information from a variety of sources to provide current information.

• Assists with recording weather information on a weekly basis in addition to recordings for special events and uploads them into the automated phone system software program.

• Collects and maintains printed materials for the archive files for use as reference materials for review or loan by city businesses.

• Collects surveys from conventions utilizing the LeConte Center to obtain economic impact data to determine the economic impact of any particular group on the city.

• Assists with the MyPigeonForge.com website for accuracy and providing the most up-to-date information.

• Assists with distribution of internal and external public information materials including newsletters and informational and tourism brochures.

• Assists with administrative duties as needed when directed by Senior Group Sales Manager.

• Occasionally fills in temporarily for Tourism Receptionist and assist in the mailroom, with the permission of the Tourism Marketing Manager.

• Performs related duties as required.

Necessary Requirements of Work

Graduation from an accredited four-year high school; Some experience in sales and marketing; Considerable experience performing a variety of administrative and accounting tasks; Considerable experience in use of Microsoft office applications, strong organizational, communication, interpersonal and decision-making skills; dedicated attention to detail; or any equivalent combination of education and/or experience to provide the following knowledge, abilities and skills:

• Considerable knowledge of sales and marketing practices.

• Considerable knowledge of local tourist attractions, services and accommodations.

• Considerable knowledge of the layout of the city and location of motels, restaurants, etc.

• Considerable knowledge of the dates and locations of special events and activities.

• Considerable knowledge of hotel and motel accommodations and attractions.

• Considerable knowledge of basic administrative and clerical skills including database management, word processing, spreadsheet applications, transmitting and receiving emails, etc.

• Ability to interact with the public in a professional and courteous manner.

• Ability to perform all office administrative tasks in an accurate, timely and thorough manner.

• Ability to prepare and maintain files, records and related information in an orderly and accessible manner.

• Ability to answer phones and provide information to individuals.

• Ability to express ideas in an effective and succinct manner both orally and in writing.

• Ability to develop and maintain effective working relationships with co-workers, business partners and the public.

• Ability to organize and prioritize personal time and activities and meet established deadlines and reporting requirements.

• Ability to maintain a high degree of accuracy and attention to detail when gathering information or reviewing information for marketing materials.

• Knowledge of city operations and departments including the hours of operation, location of offices, employees responsible for the distribution of mail, etc.

• Knowledge of postage regulations pertaining to the delivery of mail including the schedules and delivery points of expedited packages.

• Skill in the use of office equipment including multi-line phone systems, computers, calculators, copiers, FAX machines, etc.

Necessary Special Requirements

Possession of a valid Tennessee Driver’s License and the ability to be insured at standard vehicle liability rates.

Physical Requirements

• This is sedentary work requiring the exertion of up to 50 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects
• Work requires reaching, grasping, arm and hand dexterity and repetitive motions
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly
• Hearing is required to perceive information at normal spoken work levels, and to receive detailed information through oral communications and/or make fine distinctions in sound
• Visual acuity is required for color perception, preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
• The worker is not subject to adverse environmental conditions

City of Pigeon Forge is an equal opportunity employer and participates in the E-Verify program and TN Drug Free Workplace. The City is committed to complying with both Titles VI and VII of the Civil Rights Act of 1964 (42 U.S.C. 2000d). Allapplicants are subject to a background in accordance with City policy.