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Administrative Office Assistant for the Ravalli County Fairgrounds

To apply online: https://ravalli.bamboohr.com/careers/185?source=aWQ9MjI%3D

Position: Administrative Office Assistant

Classification: Non-Exempt, Full-time

Department: Ravalli County Fairgrounds

Reports to: Fairgrounds Manager

Posting Date: May 30, 2025

Application Deadline: Until filled

Position Grade: Grade 8

Rate of Pay: $17.26

Position Schedule: Mon – Fri, occasional nights or weekends

Benefit Eligible: Full benefits/PERS

Job Summary:

Under the general supervision of the Fairgrounds Manager, this position performs overall management of the fairgrounds office, providing strong administrative support to all Fairgrounds events and programs. This position provides support to the Fair Manager, Fair Board and other staff with general operations of the fairgrounds. The Administrative Assistant acts as the initial point of contact for public inquires for the fairgrounds activities, coordinates scheduling for the Event Center, rodeo grounds and other buildings. This position also maintains the fair website, updates social media, and drafts press releases for activities and events.

Supervisory Responsibilities:

+ Oversee summer temporary office employees

+ Teaching proper phone etiquette

+ Delegating responsibilities and office duties

+ Overseeing all projects

+ Qualifying summer employees to use the cash register

+ Hiring of fair judges

+ Awards contracts and hires all judges

+ Reserves all hotel rooms for judges in conjunction with Fair Manager

+ Community Service Workers

+ Working closely with court system

+ Recording all time serviced for community service work.

+ Assisting in delegating community service workers to various staff.

+ Copying and maintaining accurate records for the court.

Travel Required:

+ Occasional travel for delivery/pick up in Hamilton

+ Occasional travel to Missoula for supplies/equipment

Duties/Responsibilities:

+ Administrative Duties

+ Greet the public, answer and route phone calls and messages to appropriate personnel in a friendly, courteous and timely manner.

+ Identify key partner groups, assess service needs and strive to meet those needs in a caring, efficient and cost effective manner.

+ Act as the initial point of contact for telephone, email and drop-in inquires.

+ Accurate and timely completion of bank deposits for generated funds form the fairgrounds to the county.

+ Tracking and recording of revenue during the fiscal year.

+ Preparation of invoices for payment including copying, filing, tracking of payments and deposits.

+ Supervise record and maintain distribution of master keys, building, gate and food booth keys.

+ Update and maintain fairgrounds calendar.

+ Filing and retention of all correspondence, documents, records required by law for record retention.

+ Compiling accurate statistics and data for yearly reports, maintaining spreadsheet of all required reports.

+ Updating and maintain content of web page, reader boards, social media and other marketing mediums.

+ Maintenance/Facilitation of repair of office equipment.

+ Scheduling of events/Rental of buildings/Winter storage rentals

+ Contracts for event, ensuring all contractual stipulations are fulfilled.

+ Providing overview of contracts and stipulations to Fair Manager & Facilities staff.

+ Scheduling various buildings for rent.

+ Accurate accounting of all collected funds from signed contracts/building rentals.

+ Scheduling of barns, buildings, grounds and event center activities, including walk-through, explanation of rental fees, insurance requirements, billing & collections.

+ Assists in negotiating drafts and oversight of all contracts related to the Fair on other scheduled activities on the fairgrounds.

+ Liaison with Facilities for event set up and tear down for scheduled events; ensuring buildings are cleaned properly after rental.

+ Scheduling and verification of annual cleaning of exhaust fans, vents, grill and oven hoods.

+ Logging and maintaining map of location of all rental space: vehicles, boats, RV’s camping trailers, etc.

+ Agreements for storage rentals, maintaining agreements.

+ Ensuring storage vehicles are picked up at end of the term.

+ Pre-fair preparations/Fair responsibilities

+ Commercial and Food Vendors;

+ Generate all outgoing correspondence, answer and file all incoming correspondence.

+ Assign vendor space, accommodate spacing and electrical needs.

+ Maintain master map of all vendor spaces.

+ Ensure all contracts, proof of insurance and other requirements are received as stated in the contract prior to event.

+ Fair Entry Program

+ Compile all proposed changes for upcoming year from superintendents in 4-H/FFA and OPEN CLASS.

+ Back up Data Entry position as needed for Fair Premium Book

+ Establish inventory beginning each calendar year.

+ Order supplies

+ Work with print shop for deadlines, proofs and printing of any fair documents: tickets, posters, premium book, etc.

+ Create and send mass mailings/emailing of contracts for Commercial, Food and Vendor booths.

+ Create signage (information, directional, etc.) and laminated name badges (superintendents, judges, clerks).

+ Provide guidance for 4-H/FFA, OPEN DIVISION & KIDDIE CLASSES.

Required Skills/Abilities:

+ Excellent office management skills.

+ Proficient with Microsoft Office Suite or related software.

+ Ability to work independently as well as in a team atmosphere.

+ Excellent organizational skills with the ability to multi-task, detail oriented activities.

+ Excellent verbal and written communication skills.

+ Ability to establish and maintain a positive, ethical, effective and professional working relationship with staff, Board Members, vendors/renters, and the general public.

+ Ability to facilitate conflict resolution.

+ Knowledge of judging and responsibilities of the judges and clerks for the fair.

+ Knowledge of the superintendent’s responsibilities.

Required Education and Experience:

+ Experience establishing and coordinating a volunteer program, pairing volunteers with appropriate programs.

+ At least two (2) years prior experience in an office environment.

Preferred Education and Experience:

+ High school diploma or equivalent.

+ Experience organizing awards ceremony/dinner (invitations, scheduling entertainment, décor, prizes, etc.)

Work Environment:

+ Ability to work some late hours, weekends, evenings and holidays as required serving groups or individuals who have rented the fairgrounds facilities.

+ Primarily office environment but will include work outside, moving between buildings in all seasons.

Physical Requirements:

+ Ability to set up/break down tables, chairs, props, etc. for various events.

+ Ability to lift 25lbs.

EEO Statement:

Ravalli County is an equal employment opportunity employer (EEO). Ravalli County does not refuse employment or discriminate in compensation or the other terms, conditions, and privileges of employment based upon race, color, national origin, age, physical or mental disability, marital status, pregnancy, religion, creed, sex, sexual orientation, political beliefs, genetic information, or veteran’s status.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Details

Category

Fairgrounds Office

Status

Open

Posted

May 30, 2025 12:00 PM

Closing

Open Until Filled