Visit Spearfish, Inc.
Visitor Services & Administrative Coordinator
Job Description
The following statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of the person selected for the position.
General Definition of Work: Full-time, hourly position; 40 Hours per week. Position will be paid 1.5 times his/her hourly rate, should overtime be required (with prior request and approval from the Director of Marketing). Performs various skills to acquire and enhance the Spearfish visitor/potential Spearfish visitor experience through positive and effective oral, written, and digital communications. The work is performed under the regular supervision of the Director of Marketing. The assigned hours will vary based on need and shall include some weekend, evening, and holiday hours.
Position Title: Visitor Services & Administrative Coordinator
Reports to: Director of Marketing
Supervisory Requirements: None
Primary Location: Visit Spearfish Office – 603 N. Main Street, Spearfish, SD 57783
Compensation package:
● Wage is $20 per hour (full time for 40 hours per week)
● A monthly cash stipend is provided to apply toward insurance/retirement plans procured independently by the employee
● All employees receive 80 hours of paid time off per calendar year - after successful completion of a 90-day probationary period and prorated to start date.
● Employees also receive nine (9) paid holidays, not worked, annually.
ESSENTIAL FUNCTIONS
Primary Visitor-Services Duties:
● Greeting and assisting nearly 4,000 visitors annually and provide accurate, welcoming information about Spearfish and the surrounding region.
● Answer and route telephone calls; respond to general email and walk-in inquiries; and document requests requiring follow-up.
● Manage daily visitor-center readiness, including opening/closing routines, displays, brochure organization, information accuracy, visitor supplies, and cleanliness coordination.
● Process visitor-information mailings annually, including bulk fulfillment, address lists, postage packaging, and inventory
● Update web-based calendar of local events, as they occur.
● Track visitor counts, inquiry sources, requested materials, common questions, and useful front-line visitor information.
● Maintain brochure and promotional-material inventory and coordinate replenishment and distribution.
● Support events, trade shows, special projects, interns, and volunteers as assigned by the Director.
Administrative Support Duties:
● Support the Director of Marketing with scheduling, meeting preparation, partner communications, marketing fulfillment, event materials, registrations, databases, and distribution lists.
● Support the Operations Manager with copying, filing, records, correspondence, mail processing, board-packet assembly, invoice documentation, purchasing records, facility records, inventories, and routine office coordination.
● Maintain confidentiality and use appropriate judgment with personnel, financial, partner, and visitor information.
● Communicate promptly when front-desk coverage, mailings, visitor needs, or competing deadlines affect completion of assigned work.
Required Destination Competency:
● Strong practical knowledge of Spearfish’s visitor offerings, tourism partners, target audiences, destination brand, and Visit Spearfish’s mission.
A successful candidate will provide:
● Welcoming and accurate visitor services.
● Timely fulfillment.
● Reliable front-desk and telephone coverage.
● Accurate visitor, inquiry, mailing, and inventory records.
● Administrative assignments completed accurately and on time.
● Prompt communication about workload conflicts.
KNOWLEDGE, SKILLS, AND ABILITIES
▪ Eligible to be legally employed in the United States.
▪ Maintain a valid driver’s license and driving record that meets company insurance policy requirements.
▪ Ability to communicate orally and in writing to staff and program participants and the public.
▪ Ability to effectively present information and respond to questions from individuals, groups, and the public.
▪ Ability to communicate and deal tactfully and cordially with all types of people – including city, county and state elected officials, as well as fellow employees.
▪ Strong organizational skills and attention to detail.
▪ Ability to work independently and as part of a team. Must be self-motivated.
▪ Ability to learn the general recreational, historical, and geographical features of the Spearfish area.
EDUCATION AND EXPERIENCE
▪ High school diploma required. Additional education preferred.
▪ Working knowledge of Microsoft Office products.
▪ This is an entry level position that provides opportunity for exposure to many facets of the tourism industry within the local community, the state, and the nation. No prior experience is required, but skills must meet the expectations of the position.
To Apply, email your resume and cover letter to:
Phoebe Caldwell, Director of Marketing
[email protected]
VISIT SPEARFISH, INC. is a private, non-profit destination marketing organization whose purpose is to attract visitors from outside of the local trade area, with an emphasis on travelers who require overnight stays in Spearfish. More specifically, the mission of Visit Spearfish is to promoting Spearfish as the premier visitor destinations within the Black Hills and South Dakota for the purpose of growing a robust economy and community.
Pay: $20.00 per hour
Work Location: In person
