County of Alameda

DESCRIPTION

Under general supervision of the Training and Conference Center Director, this position serves as administrative support to business and training programs operations for the Training and Education/Conference Center; and performs related duties as required.

DISTINGUISHING FEATURES

The incumbent of this one position classification is responsible for business and administrative support of the Training and Education (Conference) Center. This position differs from that of the County Training Programs Coordinator in that the latter provides administrative and logistical support to the Countywide training programs while the former is responsible for assisting the Director in implementing business development, finance and accounting systems to enhance operations and growth for the Center.

EXAMPLES OF DUTIES

NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all duties listed.

1. Assist in design, update, and implementation of systems for maintaining accounts receivable for billable Training and Education Center services.

2. Assist in tracking and implementing sales and marketing strategies to meet revenue goals, based upon budget trends.

3. Generate and send invoices for all Training Center billable services, e.g., space/lab rental, training, organizational development. Track payments and follow up with customers as needed to collect payments.

4. Manage contracts with vendors, ensure vendors receive accurate payments in timely manner. Resolve issues as needed.

5. Generate financial reports utilizing business accounting software and accounting functions in training database, on a monthly, quarterly, annual, and as needed basis, tracking actuals against projected revenues.

6. Create and implement special projects, reports, surveys, using software, e.g., 20/20 gold self-assessment, survey monkey, etc.

7. Coordinating logistics, schedules for trainers/consultants, conference rooms for training sessions, meetings, events as needed.

8. Design, order, prepare and/or distribute training and marketing materials, including participants’ materials, flyers, quarterly announcements, etc. as needed.

9. Monitors contract services e.g., research, processing RFP’s or RFQ’s contract management following protocols working with Purchasing, Auditor, and the Human Resource Services Department.

10. Provide administrative support to OD and training programs or interventions as needed.

11. Support Conference Center Director as needed, e.g., scheduling meetings, prepares correspondence, phone coverage, other administrative support.

12. Support Center operations, e.g., set up, purchase, and maintenance of office equipment, files and storage systems, front desk coverage, opening and closing center, etc.

MINIMUM QUALIFICATIONS

Either I
Education:

Possession of an Associates’ (AA) degree from an accredited college or university with major coursework in business/public administration or finance,

And
Experience:

The equivalent of three years full-time business planning, development, strategy and financial tracking experience working for a customer and sales oriented business organization, such as a training center or conference center.

Or II
Experience:

The equivalent of four years full-time responsible administrative, financial and/or accounting experience in a business organization, such as a training center or conference center.

Licenses:

Possession of a valid California Driver’s License and satisfactory driving record.


NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

• Principles of business/public administration and finance.
• Sales and marketing strategies.
• Accounting systems.
• Database management.
• Computer software skills, especially with finance/accounting software.

Ability to:

• Work accurately with attention to detail.
• Communicate with customers and staff.
• Organize and prioritize multiple projects and tasks.
• Take initiative to identify issues, respond to problems, with high degree of independence and judgement.
• Be flexible, meeting the demands of the customers and operational needs.
• Work within a team.
• Work with large and small organizations, private and public sectors.
• Work with diverse external customer base and staff.

CLASS SPEC HISTORY

BG:pf 8/1/01
Newspecs: 0477.doc
Csc date: 8/15/01
RE:cs Revised/retitled 4/21/14
Old Title: Conference Center Business Specialist
CSC Date: 4/30/14