Fairgrounds and Events Administrative Assistant

Garfield County Colorado•Rifle, CO

1d•$23 - $32

About The Position

Performs administrative support duties for the Fairgrounds and its personnel. Performs clerical functions including document preparation, expense tracking, meeting and event planning, customer service, and other related duties. Performs customer service duties including reception activities, answering process and program-related questions, and entering data. Responds to phone calls and email requests and routes inquiries appropriately for more complex issues.

Requirements

High School Diploma or equivalent.
Two years of administrative and customer service experience with proficient computer skills in Microsoft Office programs.
Valid Driver’s License

Nice To Haves

Work experience in finance or accounting.
Bilingual: Ability to speak, read, and write English and Spanish.

Responsibilities

Under minimal supervision, performs highly complex clerical, administrative, and clerical duties.
Acts as the main informational contact for the Fairgrounds; communicates fairgrounds policies and procedures in a friendly, professional manner, and ensures they are followed.
Responds to customer feedback and attempts to resolve problems or concerns.
Interact with other individuals and/or organizations to obtain and provide complex information.
Responsible for calendaring and scheduling meetings and events that are held at the Fairgrounds.
Coordinate the scheduling of staff and volunteers, providing necessary details and information for their shifts.
Assists with set-up, take-down, and custodial duties, as requested by supervisor.
Ensures facilities are locked and unlocked as necessary.
Updates and issues customer contracts, collects other necessary documentation, receives payments, and issues refunds.
Collects and responds to requests for information regarding events, projects, or meetings.
Maintains systems and records that provide for the documentation or events and facility use.
Provides financial duties such as month-end reconciliation, collecting various types of money for payments, prepares vouchers, makes deposits, and creates and maintains financial reports and records.
Makes purchases and accounts for expenditures, compiles receipts, and purchase card transaction reports for the program.
Creates and distributes correspondence such as letters, memos, and email announcements for the purpose of informing.
Uses social media programs to communicate this information.
Updates front entrance electronic marquee sign.
Builds and maintains positive working relationships with co-workers, other county employees and the general public using principles of good customer service.
Tracks, orders, and maintains inventory of office and other departmental supplies and equipment.
Works closely with and under the guidance of the Fair & Events Coordinator to provide administrative support in the coordination and execution of major Fairgrounds Events.
Assist with the preparation of Fair Board and Committee meeting packets, order meals, set up and clean up of the meeting, and attend the meetings.
Assist with duties pertaining to the fair volunteer program, maintain the volunteer list, schedule volunteers, correspond with volunteers before, during, and after the fair, track volunteer hours, assist with fair orientation, and communicate expectations and responsibilities.
Assist with agreements/contracts among Fair vendors, entertainment, amusements, and sponsors maintaining all documentation, communicating policies/procedures and assists them with issues that arise.
As requested, may act as a team lead or liaison for specific projects or activities involving Fair partners, committees, sponsors, vendors, or contractors.
Assist with Fair website updates and submit to communications department for approval and completion.
May assist with travel arrangements, ordering supplies, scheduling rentals, scheduling catering and budget tracking.
Solicit content, update, edit, and proofread the Fair book for approval by the Fair and Events Coordinator.
Assist in compiling the Fair operations guide and annual report.
Working with other departments, assists in the coordination and delivery of County events, such as the annual service awards, employee picnic, and other similar activities.
Other duties as assigned.