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JOB TITLE: ADMINISTRATIVE ASSISTANT II

Department: Fairgrounds

Supervisor: Fair Manager

Supervision Exercised: None

Exempt Status: Hourly

Benefits Eligibility Status: Eligible

Fair Board Approval: 05/06/2024

SUMMARY

Provides a variety of assistance to the Fair Manager for all tasks associated with the county Fair Ground operations and activities including the Annual County Fair. Serves as dual role in Fair Office and on the Fairgrounds. Provides support in greeting and appropriately directing or providing information to members of the public and users of the fairgrounds both in person and over the phone. Books and assigns rental stalls and dry camping spaces for travelers. Assists with internal bookkeeping processes. Assists Fair Manager in training superintendents and volunteers for various jobs. Assists the Fair Manager and maintenance staff in efficient grounds management throughout the year. Full Time, 40 hours per week.

This position provides general clerical, receptionist, and facility maintenance functions to the department. Work involves a variety of recurring situations with occasional variances from the norm where regular judgment is required to apply standard practices and decision-making within clearly defined parameters. Work typically requires some complexity under infrequent supervision. Communicates heavily with others inside the department, and regularly with customers of the fairgrounds. Work has a distinct impact on the operations of the fairgrounds and their facilities which may impact users of the fairgrounds, with some potential for overriding impact to the reputation of the County. Work is typically performed both indoors and outdoors, requiring frequent exposure to weather and inclement conditions. Typically involves intermittent stress during periods of the Fair and other events. Does typically involve travel outside of the County for attending educational workshops, conferences and conventions related to fair. This position requires ability to drive and operate vehicles and heavy equipment when necessary.

ESSENTIAL FUNCTIONS

The essential functions include, but are not limited to, the following duties and responsibilities which are not listed in any particular order of priority and may be amended or added to by the County at any time:

Greets people in person at the front desk or over the phone. Answers inquiries regarding service provided and directs callers or visitors to the appropriate resource or individual for inquiries that go beyond the job scope or knowledge of the employee. Takes and route messages appropriately for employees absent or unavailable.

Performs a variety of clerical duties for the Fair and fairgrounds including responding to requests for information or other correspondence, produces labels and forms, and creates other documents, certificates, flyers, etc. as needed. Maintains inventory of ribbons, cards, badges, and other supplies as needed. Management of database and software updates and maintenance of programs to improve the efficiency of programs.

Updates Fair website as needed.

Develops and maintains a current and updated list of all scheduled events and activities taking place at the fairgrounds over a 12-month period.

Collects monies for fees, rental charges, and other determined fees. Collects entry forms and sets up stall arrangements for vendors and demonstrators within proper facilities. Issues receipts and logs entry into books. Provides booth tenants with guidelines and rules to abide at events. May also collect money from campers using fairgrounds facilities during an event. Deposits monies into bank accounts.

Collects US Mail and distributes to Fair Ma ager as directed.

Compiles all registration forms for fair exhibitors.

Maintains a current list of all superintendents and other volunteers. Corresponds with volunteers regarding Fair assignments, schedules and thank you letters. Ensures that proper name tags and supplies are provided to superintendents and other officials presiding at the Fair. Directs superintendents to appropriate areas of responsibility, dispenses entry books, and provides supplies, ribbons, etc. to them.

Coordinates the schedules and accommodations for Fair judges. Ensures that superintendents and judges have all necessary resources.

Completes Master Award list and updates the list for the Fair Awards Ceremony. Prepares Certificates for cash awards.

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