Administrative Clerk - Fairgrounds

Gallatin County; Bozeman (MT); On-site; USD 36,000 - 48,000; Full time

Job summary

Gallatin County Fairgrounds is seeking a reception and clerical support professional to perform administrative tasks and assist with special projects. The role reports to the Fairgrounds Director and supports ongoing events throughout the year, including the Big Sky Country State Fair.

The position covers a broad range of office duties, including answering inquiries, coordinating with staff, processing payments in Munis, and maintaining event information on the website and social media.

Qualifications

• Knowledge of office operations and equipment.
• Ability to communicate effectively both verbally and written.
• Graduation from high school and at least three to four years of related job-related work experience.

Responsibilities

• Answer customer inquiries via phone, website, email, and social media.
• Manage the RV program including booking spaces and check-in/check-out procedures.
• Prepare and submittal of claims for payment; prepare quarterly reports.
• Upload information about public events to the website and social media accounts.
• Provide information and support to customers; coordinate day-to-day office tasks.

Education

High school diploma or equivalent

Tools

Munis

Job description

The 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.

• 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.

This 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.

The 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.

Physical Abilities and Working Conditions

The 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.