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HomeMy WebLinkAbout2026 07 01 Tourism Program Coordinator DRAFT job descriptionJefferson County Job Description Job Title: Tourism Program Coordinator Department: County Administrator Reports to: County Administrator FLSA Exempt (Y/N): NO Position Hours: Part Time, 0.5 FTE Union: UFCW BBP: NO Salary Level: Grade 30 Location: Courthouse Approved By: Human Resources Director Approved Date: XXX XX, 2026 - DRAFT 07/01/2026 MAJOR FUNCTION AND PURPOSE Coordinates program management, administration and support of the Tourism Coordinating Council (TCC) and Lodging Tax Advisory Committee (LTAC), which includes engaging and coordinating with appropriate County staff, and local and regional tourism and economic development partners. The position works collaboratively with community organizations, local governments, tourism partners and internal departments to promote tourism initiatives and ensure the effective use of public funds in accordance with applicable laws, policies and strategic priorities. Accomplishes objectives in collaboration with the TCC under general direction of the County Administrator. This part-time position is funded with grant funds. SUPERVISION EXERCISED This position has no supervisory responsibilities, but is given significant discretion, within the scope of policy and regulations, in the routine performance of their duties. ESSENTIAL DUTIES AND RESPONSIBILITIES Essential duties include the following. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Other duties may be assigned. Program Administration Coordinates scheduling, reporting, and activities of the LTAC and TCC. Provides findings and reports to the Board of County Commissioners (BOCC). Develops annual committee calendars, meeting agendas, supporting material and meeting minutes. Ensures compliance with applicable public meeting laws, public records requirements and county policies. Serves as the primary point of contact for committee members, applicants, tourism organizations, and community stakeholders. Monitors committee recommendations and facilitates implementation of approved initiatives. Creates funding proposals and develops annual budget in coordination with the TCC. Receives and processes invoices for TCC Chair approval. Grant Program Management Manages the LTAC grant program from application through closeout, coordinates committee meetings and recommendations, oversees grant compliance and reporting and serves as the primary liaison with tourism marketing consultants. Develops grant application materials, timelines, and evaluation criteria in coordination with and as directed by LTAC. Coordinates the grant review process and provides administrative support throughout committee deliberations. Monitors grant expenditures and coordinates the payment reimbursement process. Reviews required progress reports, performance measures, financial documentation, and final reports to verify compliance with grant requirements. Evaluates recipient performance against approved deliverables, funding agreements and established outcomes. Maintains accurate grant records and prepares required financial and program reports. Tourism Marketing Contract Administration Coordinates RFP process for tourism marketing consultant in collaboration with LTAC and the TCC. Coordinates activities of tourism marketing consultants. Monitors consultant performance to ensure compliance with contract requirements, work plans, outcomes, deliverables, schedules, performance metrics and alignment with plan goals. Reviews marketing strategies, campaign results, visitor data and performance reports. Collects and analyzes travel research and data to monitor program performance, evaluate the impact of programs. Coordinates regular meetings between consultants, advisory committees, county leadership and tourism stakeholders. Facilitates communication regarding marketing priorities emerging tourism opportunities and strategic initiatives. Assists in the development, procurement, amendment and evaluation of tourism-related contracts. Financial and Performance Monitoring Tracks program budgets, expenditures, funding allocations and contract payments. Prepares reports, presentations, and recommendations for boards, committees and county leadership. Analyzes tourism program performance using established metrics, communicates metrics with LTAC and TCC and recommends program improvements. Maintains records to support audits, public transparency and regulatory compliance. Stakeholder Engagement Develops and maintains productive working relationships with committees, boards, local governments, chambers of commerce, nonprofit organizations, businesses and community partners. Responds to inquiries regarding LTAC funding opportunities and tourism initiatives. Attends monthly Olympic Peninsula Tourism Commission (OPTC) meetings on behalf of Jefferson County. Coordinates workshops, informational meetings, and outreach activities related to grant opportunities and tourism development. Engages actively with stakeholders including City of Port Townsend, Olympic Peninsula Visitor Bureau (OPVB), Olympic Peninsula Tourism Commission (OPTC), North Hood Canal Chamber of Commerce (NHCCC) Jefferson County Economic Development Council – EDC Team Jefferson, North Olympic Development Council (NODC), Quimper Events Collective (QEC), and State of Washington Tourism. Drives a vehicle to attend meetings, conferences and training. Other duties as assigned. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: Analytical & Problem Solving - Gathers and analyzes information skillfully; synthesizes complex or diverse information; uses reason, intuition and experience to complement data; develops alternative solutions. Project Management - Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget. Innovation- Generate suggestions for improving work. Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; responds to requests for service and assistance; meets commitments. Interpersonal Skills & Teamwork - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; exhibits objectivity and openness to others' views; contributes to building a positive team spirit. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings. Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret technical/legal written information. Teamwork – Contributes to building a positive team sprit; able to build morale and group commitments to goals and objectives. Cost Consciousness - Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources. Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values. Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; supports affirmative action and respects diversity. Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions. Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; organizes or schedules other people and their tasks; develops realistic action plans. Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality. Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly. Safety and Security - Observes safety and security procedures; determines appropriate action beyond guidelines; reports potentially unsafe conditions; uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time. Dependability- Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/ or EXPERIENCE Bachelor’s degree in communications, business administration, economic development, marketing, journalism, public relations, tourism or a related field, AND three (3) years of professional experience in grant management, communications, digital marketing, or tourism; OR, Associate’s degree (A.A.) in communications, business administration, economic development, marketing, journalism, public relations, tourism or a related field; AND five (5) years of professional experience in grant management, communications, digital marketing, or tourism; OR equivalent combination of education and experience. CERTIFICATES, LICENSES, REGISTRATIONS Valid Washington State Driver's License. Must pass criminal background check. LANGUAGE SKILLS Ability to read and interpret documents such as press releases, safety rules, operating and maintenance instructions, and procedure manuals. Ability to develop complex and engaging reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. COMPUTER SKILLS To perform this job successfully, an individual should have experience with Microsoft Office, Adobe, and ability to learn and adapt to evolving computer programs OTHER SKILLS AND ABILITIES Effective communication skills including, but not limited to verbal communication, technical writing, social media development, writing to influence and story-telling. Knowledge of County departments, programs and initiatives and County tourism strategy. Ability to coordinate implementation of County tourism strategies by engaging appropriate County department leaders and outside partners. Ability to manage projects through planning, coordination and implementation by developing scope and schedules and facilitating success with partners and stakeholders. Expertise in digital marketing, social media engagement, website management, and other media communication tools. Skills in problem solving and making recommendations on complex community and intergovernmental relations, community relations, media relations, community outreach and public affairs, issues and strategies. Knowledge and understanding of Federal, State and County regulations, including the State Public Records Act. Knowledge of marketing campaigns and social media relative to tourism. + Ability to take communication points and complex technical information and convert them into desired products and practical information. Ability to develop relationships with media professionals, Jefferson County employees, elected officials, department directors and key community stakeholders. Ability to work independently and in a work environment. Knowledge of computers and skill in using spreadsheets, word processing, and other software programs. Knowledge of website management and graphics editing. Ability to use any specialized office equipment, such as a personal computer and peripheral computer equipment. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to reach with hands and arms and climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This position is generally in an office environment although some meetings may take place out-of-doors. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is not part of a career ladder.