Reservations Assistant

Job Description

JOB SUMMARY

Assists the Reservations Coordinator with coordination of group reservations. Helps to bring groups to the Clark Planetarium Dome theatre, IMAX theatre, Science on a Sphere exhibit, and summer programs. Takes phone calls from teachers and other group leaders, responds to emails, and inputs information into the Galaxy System. During the school year, assists with receiving visiting groups. During the slow season (June-August), performs other duties as assigned and provides general administrative support for the Clark Planetarium.

MINIMUM QUALIFICATIONS

Due to the nature of this position, the successful applicant must pass a required background check through a BCI name check in accordance with current County Human Resource policy requirements.

ESSENTIAL FUNCTIONS

The following duties and responsibilities are intended to be representative of the work performed by the incumbent(s) in this position and are not all-inclusive. The omission of specific duties and responsibilities will not preclude it from the position.

Applicants must be prepared to demonstrate the ability to perform the essential functions of the job with or without reasonable accommodation.

• Answers phone calls and checks voicemail messages to receive reservations information and communicates information back to teachers and group leaders.
• Organizes and responds to emails, including answering questions and inquiries.
• Inputs reservations information into the Galaxy System which includes various steps such as verifying the school and teacher information, inputting the order, building the confirmation sheet, collecting sales tax exemption forms, and emailing the confirmation sheet back to the group.
• Initiates contact with schools using phone and email to schedule outreach programs.
• Helps with determining areas where systems and processes could operate more efficiently.
• During the school year, assists with receiving of visiting school groups especially in the absence of the Reservations Coordinator. This may involve coming in earlier or increasing hours on some days to be available during specific hours.
• During the slow season (June-August), performs other duties to prepare for the upcoming school year, or that improve the reservations process and experience. Provides general administrative support for the Clark Planetarium and assists with summer programs

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

Knowledge of:

• Proficiency with the general operation of computers.
• Good typing skills and attention to detail.

Skills and Abilities to:

• Communicate clearly and effectively both on the phone and through email.
• Work effectively with a wide variety of people.
• Work as a team as well as independently.
• Offer exceptional customer service.