Occ. Code 2235210

 

CONVENTION & TOURISM PROMOTION SPECIALIST 1, GRADE 18

2235210

CONVENTION & TOURISM PROMOTION SPECIALIST 2, GRADE 23

2235220

CONVENTION & TOURISM PROMOTION SPECIALIST 3, GRADE 25

2235230

 

New York State Department of Civil Service

 

Classification Standard

 

 

BRIEF DESCRIPTION OF CLASS SERIES

 

Convention & Tourism Promotion Specialists administer special events programs and coordinate the management of routine business functions.  The positions develop, market, manage, and implement programs designed to promote and facilitate optimal use of the resources of the Empire State Plaza (ESP).  The positions also coordinate the scheduling, promotion and management of events, and the overall marketing of ESP facilities.

 

These positions are classified only at the Office of General Services (OGS).

 

DISTINGUISHING CHARACTERISTICS

 

CONVENTION & TOURISM PROMOTION SPECIALIST 1: full performance level; under the general direction of a Convention & Tourism Promotion Specialist 2, administers business functions, special events, and public programs for the Convention & Cultural Events Office.

 

CONVENTION & TOURISM PROMOTION SPECIALIST 2: supervisory level; under the general direction of the Convention & Tourism Promotion Specialist 3, supervises Convention & Tourism Promotion Specialists 1 and lower level staff in the coordination of special events and public programs; and, oversees budgeting and purchasing functions for programs.    

 

CONVENTION & TOURISM PROMOTION SPECIALIST 3: managerial level; under the general direction of the Director Convention & Cultural Events Office, administratively supervises Convention & Tourism Promotion Specialists 2 and lower level staff in the coordination of special events and public programs; manages and oversees the organization of all events and ensures the generation of funding; and, functions as assistant director for the Convention & Cultural Events Office.


 

 

ILLUSTRATIVE DUTIES

 

CONVENTION & TOURISM PROMOTION SPECIALIST 1

 

·       Coordinate festivals, concerts, conventions, meetings and other special events, overseeing the use of resources, financial planning, and scheduling of personnel.

 

o   Supervise vendor operations, including recruitment and retention.

 

o   Implement agreements for approved food service providers for specified events.

 

o   Act as program coordinator for large scale events.

 

·       Serve as liaison for summer and winter farmers markets.

 

o   Schedule the event calendar and oversee market operation including invoicing and receipting payments, and verifying application and insurance coverage procedures.

 

o   Provide site location assistance, securing parking and entry documentation, and site preparation.

 

o   Assist higher level staff and Legal Services with permit agreements and contracts, including creating document language and participating in contract negotiations.

 

·       Assist higher level staff in drafting budget proposals, providing annual reports and projections for vendor activity, and reviewing financial reports and client bills for accuracy.

 

·       Develop, administer, and maintain sponsorship and marketing programs for events and programs, including social media and website postings.

 

·       Attend meetings, representing higher level staff as necessary.

 

·       Maintain various databases to track, confirm, and produce work orders for program activities.

 

·       Perform additional duties and operational support tasks as assigned.

 

·       May supervise lower level staff and volunteers.

 


 

CONVENTION & TOURISM PROMOTION SPECIALIST 2

 

·       Plan, coordinate, and implement special events and public programs.

 

o   Create and process contracts for performers and clients.

 

o   Solicit clients and generate proposals for use of ESP facilities.

 

o   Assist in the development of facility use and service fees.

 

·       Oversee budgeting and purchasing functions for programs, developing budget projections and ensuring program spending falls within budget allocations.

 

o   Track program funding, budgets, and projections through revenue streams and expenses.

 

o   Maintain transaction logs for accounts payable, accounts receivable, and petty cash.

 

o   Participate in drafting and negotiating bid specifications and requests for proposals.

 

·       Communicate with clients, performers, vendors, agencies, and the general public concerning special events and public programs.

 

·       Work with higher level staff and Legal Services in negotiating performer fees, processing contracts and personal service agreements.

 

·       Oversee and organize the At the Plaza Summer Series and other calendar mailings.

 

·       Prepare presentation materials for special projects as assigned.

 

·       Perform the full range of supervisory duties including approving leave and tracking time and attendance; identifying staff development needs; evaluating staff performance; and completing performance evaluations.

 

CONVENTION & TOURISM PROMOTION SPECIALIST 3

 

·       Manage the planning, coordination, and implementation of all special events and public programs.

 

·       Ensure necessary funds are generated through the billing of vendors, sponsors, and event organizers.

 

·       Supervise the bid process and proposal submissions.

 

·       Coordinate and manage the marketing and promotion of ESP facilities to potential customers.

 

·       Research and confer with the Director Convention & Cultural Events Office on effective advertising approaches and to establish promotional timelines.

 

·       Coordinate and manage the marketing, promotion, and solicitation of corporate financial support to assist OGS in providing cultural, historical, and diversity programs; public festivals; performing arts concerts; and other special events.

 

·       Serve as primary liaison with vendors, performing artists, and the general public.

 

·       Function as the assistant director in the overall administration of the Convention & Cultural Events Office.

 

o   Assist in the development, implementation, and adherence of policies and procedures relating to the use of ESP facilities.

 

o   Assume the responsibilities of the Director Convention & Cultural Events Office as necessary.

 

o   Represent the Director Convention & Cultural Events Office with businesses, organizations, State agencies, community groups, and customers as necessary.

 

·       Perform the full range of administrative supervisory responsibilities.

 

MINIMUM QUALIFICATIONS

 

CONVENTION & TOURISM PROMOTION SPECIALIST 1

 

Open Competitive: six years of professional experience* in marketing or promotional work that includes responsibility for event planning and financial oversight for indoor/outdoor events and/or facility usage of a convention center, conference hotel, or performing arts venue. 

 

 

CONVENTION & TOURISM PROMOTION SPECIALIST 2

 

Promotion: one year of permanent competitive service as a Convention & Tourism Promotion Specialist 1.  

 


 

Open Competitive: seven years of professional experience* in marketing or promotional work that includes responsibility for event planning and financial oversight for indoor/outdoor events and/or facility usage of a convention center, conference hotel, or performing arts venue. 

 

 

CONVENTION & TOURISM PROMOTION SPECIALIST 3

 

Promotion: one year of permanent competitive service as a Convention & Tourism Promotion Specialist 2.  

 

Open Competitive: eight years of professional experience* in marketing or promotional work that includes responsibility for event planning and financial oversight for indoor/outdoor events and/or facility usage of a convention center, conference hotel, or performing arts venue.  One year of this experience must have been in a supervisory level.  

 

*Substitution: a bachelors degree in travel and tourism, marketing, public relations, communications, business administration, or hotel and restaurant management may be substituted for up to four years of experience.  An associates degree in travel and tourism, marketing, public relations, communications, business administration, or hotel and restaurant management may be substituted for up to two years of experience. 

 

Date:  6/16

 

NOTE: Classification Standards illustrate the nature, extent and scope of duties and responsibilities of the classes they describe. Standards cannot and do not include all of the work that might be appropriately performed by a class. The minimum qualifications above are those which were required for appointment at the time the Classification Standard was written. Please contact the Division of Staffing Services for current information on minimum qualification requirements for appointment or examination.