CACVB Management Analyst II

Job Description:

CACVB Management Analyst II

Description

CACVB Management Analyst II
Charlottesville Albemarle Convention & Visitors Bureau
Full Time, 12 Months
Non-Exempt, Pay Grade 31
Benefits Eligible, VRS Eligible

Job Summary/Objective:

Supports the organization’s role of destination marketing by ensuring that the whole team is properly equipped and supplied to carry out their daily duties. Performs difficult professional and administrative work to support the entire CACVB, including maintaining records of CACVB meetings, office management and providing clerical and financial support to the team. Oversee processes involving public procurement, vendor registration, budget projections, financial statements, bill payment, audits and payroll.

Supervisory Responsibilities:

• None
  
  

Essential Functions:

• Uses Albemarle County systems to track and project the CACVB budget and create financial statements for internal use and public reporting
• Maintains extensive knowledge of county purchasing policies and updates CACVB standard operating procedures for timekeeping, purchasing and office maintenance
• Provides oversight of the CACVB’s physical assets such as buildings, furniture, IT, vehicles (including oversight of office equipment and repair)
• Manages vendors and contractors to ensure proper operating status and payment of telecommunications, IT, vehicles and building systems (including janitorial and maintenance services)
• Oversees financial project management for requests for proposals, requests for quotes, quick quotes, etc., while seeking CACVB team input as the initiator and end user
• Conducts regular reviews of vendor work quality, provides feedback and communicates regularly with contractors and seek bids as contracts are eligible for competition or renewal
• Maintains the CACVB’s required insurance coverage with annual renewals and changes as necessary
• Manages an active list of promotional product suppliers for sourcing high-quality products that align with the CACVB brand, budget, and departmental needs (trade shows, bulk requests, media visits, etc.). Inventories, orders and maintains all office supplies
• Coordinates invoice processing schedules between the Executive Director, staff and the county’s finance department to ensure timely completion of invoice payment
• Supports CACVB board of directors’ initiatives, including by not limited to: attend, prepare and record all CACVB board of directors’ meetings, including preparing the agenda, financial reports, meeting notices, and writing and distributing minutes, Assists incoming and outgoing CACVB Board members with appointment and term process
• Composes correspondence, reports, agendas, notices, minutes, presentation files, resolutions, expense reports and other documents as directed by the Executive Director
• Collaborates with county attorney to maintain standards of meetings, as well as documentation to adhere to Freedom of Information Act (FOIA) compliance.
• Assists with scheduling requests/calendar and travel management for the Executive Director
• Conducts in-depth and advanced research to compile information on the organization, work units, cost of services/programs and benefits of services/programs
• Conducts research and writes monthly, annual, and special reports as required. Assists in the preparation of departmental/organizational budgets and revenue reporting. Ensures financial reports are compliant with County and funder requirements. Maintains annual budget information to be used for trend analysis and forecasting
• Performs related duties as required

Competency: Knowledge/ Skills/Abilities:

• Thorough knowledge of the principles, practices, and techniques of public procurement or financial administration; knowledge of state-of-the-art analysis procedures and techniques
• Knowledge of cost/benefit, forecasting and statistical techniques
• Ability to devise detailed procedures, records and methodology
• Ability to plan, organize, and direct the work of others; ability to communicate complex ideas effectively, both orally and in writing; ability to establish and maintain effective working relationships with officials, other employees, and the general public
• Ability to develop reports and analyze data
• Proficiency in Microsoft Office Software and Applications
• Demonstrated knowledge of job-related systems and required maintenance
• Demonstrated knowledge of basic bookkeeping processes and related office operations
• Friendly attitude, versatile, service-oriented, a self-starter, analytical and organized
• Represents the CACVB in a helpful and professional manner when dealing with staff, board members, community leaders, partners, and the general public; excellent written/verbal communication skills/proofreading ability.

Required Education and Experience:

Experience or education equivalent to graduation from a four-year college or university.

Preferred Qualifications/Certifications:

• Two to three years of experience in administrative management/project management/public procurement, especially in local government procurement
• Customer relationship management (CRM), data manipulation, or Internet software experience preferred
• Knowledge of hospitality industry, convention, or tourism business

Physical and Mental Requirements:

• Work is typically performed in an office, computer room, and/or conference rooms.
• Continuous ability to communicate by phone is necessary.
• Regular use of keyboards, computers, etc. is necessary.
• Work will generally be performed during normal business hours.
• Work will generally be performed within the County but occasional travel, including overnight stays, may be required.
• Regular contact with clients as well as appointed and elected officials.

Remote Work:

This position is eligible for a hybrid remote work schedule that is in compliance with the County's Remote Work Policy and meets the operational and services needs for the position.

Salary Range:

The salary range for this position is $29.13 - $32.20 (approx. $60,599 - $66,977 per year). Starting offer is based on applicable education beyond minimum, experience and internal equity. The position also provides excellent benefits including 12 paid holidays, paid vacation and sick leave, health insurance options with employer contribution, employer-paid life insurance, VRS retirement, and continuing education/training opportunities. This is a full time, FLSA Non-exempt position. Internal candidates will receive pay adjustments in accordance with Local Government Personnel Policy, §P-60.

Deadline for Applications:

Position open until May 30, 2025