Assistant Office Administrator - Expo Center en Williamson County, TX

About the Department

Reporting directly to Expo Center General Manager, responsible for the daily administrative and financial operations for the Williamson County Expo Center Office for the Williamson County Parks Department.

Position Duties

• Performs and oversees daily financial transactions such as collecting payments, making bank deposits, reconciling deposit accounts, balancing cash draws, and prepares financial reports for all Expo Center operations
• Processes and completes all invoices for payment and conducts billing reconciliations  
• Performs purchasing coordination for the Expo Center, to include reconciliation/oversight of p-card use, generating purchase requisitions, processing invoices, management of relationships with suppliers, liaison with County A/P and Purchasing departments, and preparation of end-of-fiscal year reporting
• Manages accounts payable and receivable for the Expo Center by tracking receipts, and treasury deposits, balancing discrepancy resolutions, managing various spreadsheets and office supply budget 
• Assists in marketing and promotional strategies to sustain a positive image for sales and facility use
• Collaborates on all Expo Center marketing including print and online collateral creation, social media management and content creation, and assists with website 
• Collaborates with and assists Expo Center management on booking events and logistical planning and needs
• Provides customer service to customers and potential event holders staff via telephone, email, or in person, including responding to inquiries about the use of the Expo Center, providing facility use cost estimate, collecting rental deposits, and creating and distributing invoices to renters
• Reviews and processes necessary paperwork to issue permits, including concessionaire and vendor agreements
• Assists in annual budget process by collaborating with department leadership on equipment needs, and other departmental cost for budget development
• Tracks and logs various reports related to volunteer hours, compliance, and liability waivers 
• Schedules and creates reservations for Expo Center facilities and amenities, including creating and processing all rental agreements for the Williamson County Expo Center
• Resolves and responds to escalated or complex concerns provided by staff and customers
• Ensures comprehensive filing systems are maintained and up to date
• Collaborates with Expo Center General Manager on various needs and projects, including assistance with event preparations, event monitoring, and event set up and tear down
• Attends trainings and meetings as required
• Performs special duties as assigned

ORGANIZATION RELATIONSHIPS

• Reports directly to – Expo Center General Manager
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying

ENVIRONMENTAL FACTORS

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required 
• Essential personnel for emergency situations, discretion of department director
• Regular attendance is required

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

Minimum Qualifications

• High school diploma or equivalent
• Five (5) years of clerical and administrative support experience, including budget and financial transition tracking/account management experience 
• One (1) year of supervisory or personnel management experience 
• Knowledge of Microsoft Office and various tracking systems

LICENSES AND CERTIFICATIONS

Required within thirty (30) days of employment

PREFERRED QUALIFICATIONS 

• Two (2) years of experience in an event center related operation
• One (1) year of related registration and reservation software experience

EMPLOYMENT TESTING 

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes 
• Motor Vehicle Record check: No
• Drug screening: No
• Physical exam: No
• Psychological exam: No
• Additional: N/A

Other Qualifications

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilcotx.gov/469/Human-Resources.  
 

Williamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA).  If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.