Administrative Clerk - Fairgrounds

City of Santa Fe Springs; Bozeman (MT); On-site; USD 25,000 - 30,000; Full time

Job summary

The Gallatin County Fairgrounds is seeking a receptionist to provide reception and clerical support for the Fairgrounds, including administrative tasks and special project functions. This position reports to the Fairgrounds Director and involves answering phones, greeting visitors, and handling mail and documents.

Responsibilities include managing inquiries via phone, website, email, and social media, supporting event-related projects, and assisting with RV program logistics.

Qualifications

• High school diploma or equivalent.
• 3–4 years of related clerical/administrative work experience.
• Ability to multi-task and communicate effectively.

Responsibilities

• Performs a variety of clerical and administrative duties including answering the phone, greeting visitors, copying and faxing documents, sorting and distributing mail, and responding to routine questions.
• Answers customer inquiries via phone, website, email, and social media.
• Refers complex matters to appropriate staff and assists with day-to-day operations of the Fairgrounds Office.
• Manages the RV program: booking spaces, check-in/out, and related clerical tasks.
• Coordinates office activities to ensure smooth operation and accurate record-keeping.
• Prepares and submits claims for payment in Munis and quarterly reports for postage and copy charges.
• Uploads information about public events to the website and social media.

Education

High school diploma

Job description

Position OverviewThe Gallatin County Fairgrounds is a 64-acre property in Northeast Bozeman that has a long history of community gatherings and events. The property plays host to many organizations that use the facility for their events. The only event directly managed by the Fairgrounds staff is the annual Big Sky Country State Fair in July.

Position OverviewThe Gallatin County Fairgrounds is a 64-acre property in Northeast Bozeman that has a long history of community gatherings and events. The property plays host to many organizations that use the facility for their events. The only event directly managed by the Fairgrounds staff is the annual Big Sky Country State Fair in July. This position is located at the Gallatin County Fairgrounds and is responsible for providing reception and clerical support for the Fairgrounds including administrative tasks and special project functions. The position reports to the Fairgrounds Director. Essential Job Duties And Responsibilities

Fairgrounds Work – The space is used 365 days a year so there are plenty of events and partners to help keep us busy.

• Performs a variety of clerical and administrative duties associated with the administration of a county department including answering the phone, receiving, and handling visitors, copying and faxing documents, sorting and distributing mail, and responding to routine questions and issues.
• Answer customer inquiries that come through via phone, website, email, and social media.
• Refers complicated or controversial matters and concerns to appropriate employees in the department. Determines and interprets the party’s needs or issues and responds accordingly.
• Manages the RV program including helping callers book spaces, check in and check out procedures and other clerical needs related to the RV camp sites.
• Coordinates a variety of activities associated with the smooth operation of the Fairground’s Office as appropriate, including solving day-to-day problems, providing information and support to customers, relaying information, and questions to appropriate parties, preparing documents, and conducting research, etc.
• Preparation and submittal of claims for payment in Munis.
• Preparation and submittal of quarterly reports for postage, copy charges, etc.
• Upload information about public events held at the Fairgrounds to the website and social media accounts.

Big Sky Country State Fair Work – though the event is only 5-days long, there is work to be done all year round.

• Support other Fairgrounds staff with the administration of their Fair related projects including but not limited to sponsorship fulfillment, vendor coordination, concert management, act support, etc.
• Assist in arranging and overseeing media interviews with Gallatin County Fairgrounds event staff and event sponsors.
• Create reports, spreadsheets, and post-event information packets to communicate with sponsors, staff, and/or policy makers.
• Recommend areas where efficiencies or improvements can be made.
• Provide on-the-ground support as needed for the annual Fair event.

Other Duties as Assigned

• Perform a variety of other duties as assigned by supervisor. This includes administrative functions and coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

QualificationsThis work requires knowledge of appropriate sources of information needed to carry out administrative and program support, and knowledge of office operations and equipment, and related secretarial and clerical support functions. The position requires the ability to communicate effectively both verbally and written. The position must be able to multi-task.

Education & ExperienceThe required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school and at least three to four (3-4) years of related job-related work experience.

SUPPLEMENTAL INFORMATION

Physical Abilities And Working ConditionsThe physical demands here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation 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 sit or stand and use hands to fingers to operate computer hardware, calculators, and other office equipment.
• The employee frequently is required to reach with hands and arms. The employee must occasionally lift and/or move boxes with records, large binders, documents, etc.
• Specific vision abilities required by this job include close and far vision, the ability to adjust focus while operating computers, viewing into monitors and to read paper documents.
• Employee must possess: clarity of speech and hearing that permits the employee to communicate well with others; and personal mobility that permits the employee to serve the general public, access files and other materials in the office.

Work is performed primarily in a normal office environment. There will be times, just prior to and just after Fairgrounds signature events, when weekend work and longer hours may be required. Vacations may not be approved before, immediately following or during Signature events.

Licenses and Certifications: Applicants for this position must possess a valid driver's license, provide own transportation to conduct out of office job duties (mileage reimbursement provided under the County policy), and to be insurable under the County's liability policies.

As a condition of hire, the final candidate will be required to successfully pass a background screening.

Gallatin County is an equal opportunity employer.

All applicants will be considered for employment on the basis of merit and qualifications without regard to race, creed, religion, color, or national origin or because of age, physical or mental disability, marital status, or sex when the reasonable demands of the position do not require an age, physical or mental disability, marital status, or sex distinction.