Fairgrounds Administrative Coordinator

County of Sonoma; Santa Rosa (CA); On-site; USD 96,000 - 100,000; Full time

Benefits offered by this job

Salary advancement

Paid time off

Health premium contributions

Retirement benefits

Parental leave

Job summary

Sonoma County Fairgrounds is seeking an Administrative Coordinator to support accounting and administrative functions, including AR/AP processing, payroll assistance, and HR liaison duties for the CFO and CEO. The role requires strong customer service, accuracy in recordkeeping, and proficiency with MS Office.

Typical hours are 8:00 am–5:00 pm, Monday–Friday, with occasional weekend shifts during the County Fair.

Qualifications

• Experience handling AR/AP, bookkeeping and reporting.
• Strong communication, proofreading and customer service skills.
• Ability to work independently with good judgment and accuracy.
• Proficiency with Word, Excel and Outlook; attention to detail.

Responsibilities

• Provide administrative and accounting support including AR/AP processing.
• Reconcile financial records and prepare payment batches.
• Handle mail, deposits, and payroll assistance and employee records.
• Serve as HR liaison to CFO/CEO for payroll, training and employee relations.
• Maintain reporting records across systems and ensure accuracy.
• Support general office operations and customer service as needed.

Skills

Customer service

Accounts receivable

Accounts payable

Recordkeeping

Communication

Analytical skills

Microsoft Office

Tools

ETix

Firefly Reservations

Greater Giving

ShoWorks

Clover

Authorize.net

Momentus by Ungerboeck

Job description

Position Information

Join the Sonoma County Fair & Exposition team as our Administrative Coordinator!

Starting salary up to $46.45/hour ($96,946.72/year) and a competitive total compensation package!*

Join Our Team

The Sonoma County Event Center at the Fairgrounds is a non-profit enterprise that serves as a gathering place, showcasing agriculture, livestock, and arts as a living celebration of the community. Thriving since 1936, we are committed to creating an environment where every citizen can experience the unity of our county, inspiring a spirit of collaboration and mutual support that extends beyond the Fairgrounds.

In support of our team, the Administrative Coordinator position is responsible for a variety of administrative and accounting functions, including providing customer service and policy guidance, processing accounts receivable and accounts payable transactions, reconciling financial records, and preparing payment batches. Additional duties include handling mail and bank deposits, maintaining financial records across reporting systems, and assisting with payroll processing, employee records, and paycheck distribution. Following training, the position will serve as a primary Human Resources Liaison (HRL) for the Fairgrounds, providing the Chief Financial Officer (CFO) and Chief Executive Officer (CEO) with technical and administrative support related to the Fairgrounds payroll, recruitment, training, safety, disability management, and employee relations efforts.

As the ideal candidate to effectively and efficiently support the CFO and CEO in this role, you bring your commitment to deliver exceptional services and many of the following qualifications:

• Excellent customer service skills and the ability to work tactfully and cooperatively with the public, staff, contractors, vendors, and Fairgrounds leadership
• Multiple years of experience processing accounts receivable and accounts payable transactions, recordkeeping, and administrative reporting
• The ability to work independently, exercise sound judgment, and seek clarification when needed to ensure accuracy and understanding
• Excellent verbal and written communication skills, with strong attention to detail and proofreading abilities
• Strong research and analytical skills, with the ability to interpret rules, regulations, and evolving policies and best practices
• Experience accurately creating, reviewing, and maintaining records and reports
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook

Additionally, while not required, experience with event- and financial-related software such as ETix, Firefly Reservations, Greater Giving, ShoWorks, Clover credit card, Authorize.net, and/or Momentus by Ungerboeck is highly desired.

Typically, this work is performed Monday through Friday, from 8:00 am to 5:00 pm, in a business casual office environment. Depending upon the operational needs leading up to, during, and following the annual County Fair, Saturday work may be required, and working the last Sunday evening of the Fair is required.

What We Offer

Working at the Fairgrounds offers expansive opportunities for growth and development, the ability to be a part of a challenging and rewarding work environment, and the satisfaction of knowing you're working to better our communities. You can also look forward to flexible work arrangements and excellent benefits* including:

• Salary Advancement - A salary increase after 1,040 hours (6 months when working full-time) for good work performance; eligibility for a salary increase for good performance every year thereafter, until reaching the top of the salary range
• Paid Time Off - Competitive vacation and sick leave accruals, 12 paid holidays, and an additional 8 floating holiday hours per year
• Staff Development/Wellness - Annual benefit allowances of up to $1,250 and ongoing education/training opportunities
• County Paid Health Premium Contributions - 100% premium contribution for the majority of employee-only and employee + family health plan options
• Post-Retirement Health Reimbursement Arrangement - County contributions to help fund post-retirement health insurance/benefits
• Retirement - A pension fully integrated with Social Security
• Incentive Retirement Savings Plan (IRSP) and 457 Voluntary Deferred Compensation - 1.9% of salary County contribution to a 401(a), in addition to the County matching up to 1% of base salary in 401(a), based upon employee contribution
• Paid Parental Leave - May be eligible for up to 8 weeks (320 hours) after 12 months of County employment
• Additional Benefits - Excellent dental, vision, disability, life insurance, employee assistance program, professional development, and more
• Student Loan Debt Relief - County employees may be eligible for Public Service Loan Forgiveness through the U.S. Department of Education

The Sonoma County Fairgrounds is currently recruiting to fill a Fairgrounds Administrative Coordinator position at the Sonoma County Fairgrounds. Employees in this class are in the unclassified service; this position is exempt from the Civil Service Ordinance of the County of Sonoma as stated in Section 5 of Ordinance No. 305-A as amended. This employment list may also be used to fill future full-time, part-time, or extra-help (temporary) positions as they occur during the active status of the list. The formal title for this position is Administrative Aide.

*Salary is negotiable within the established range. Benefits described herein do not represent a contract and may be changed without notice. Additional information can be found in the Salary Resolution (SalRes) and our Employee Benefits Directory.

Minimum Qualifications

Experience: Work experience that would provide an opportunity to acquire the knowledge and abilities listed. Normally, some experience related to general administration, accounting, budgetary analysis, or human resources work including the compilation, tabulation, analysis, and presentation of statistical and narrative written reports would provide such opportunity.

Education: Any combination of course work and training that would provide an opportunity to acquire the knowledge and abilities listed. Normally, academic course work in public administration, business administration, management, accounting, political science, economics, statistics, English composition, psychology or closely related courses would provide such opportunity.

License: Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position. The position advertised on this announcement does not require possession of a valid California Driver's License.

Knowledge, Skills, and Abilities

Knowledge of: administrative techniques and principles of organization, accounting, budget and human resources administration; techniques and practices of research methodology, data collection, and preliminary analysis; report writing; application and use of basic statistics; interview techniques sufficient to obtain information related to employment and administrative matters; written and oral communications, including language mechanics, syntax and English composition; modern office methods and procedures; database, spreadsheet and word processing applications including basic methods of graphic presentations.

Ability to: collect, compile and analyze qualitative and quantitative data; understand and explain laws, regulations and policies governing program operations; communicate effectively orally and in writing; establish and maintain effective working relationships with management, employees, clients, and the public; understand program objectives in relation to departmental goals and procedures; organize and prioritize work assignments; use and understand common database, spreadsheet and word processing applications; learn specialized computer applications.

Certain positions may require the ability to speak, read and write fluent Spanish.

Positions allocated to this class may require specific knowledge and abilities.

Selection Procedure & Some Helpful Tips When Applying

• Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process.
• You should list all employers and positions held within the last ten years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions.
• You may include history beyond ten years if related to the position for which you are applying. If you held multiple positions with one employer, list out each position separately.
• Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.

Please visit Getting a Job with the County of Sonoma to review more detailed information about the hiring process, including the application process, examination steps, and department selection process.

The selection procedure will consist of the following examination:

An Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Personally identifiable information (PII) is removed from the standard application fields and applicable attachments. This PII blind screening practice redacts a candidate's personal information that could potentially influence or bias the scoring process. Personal information includes the applicant's name, former last name, address, phone number, email, driver's license number, school name, education start and end dates, age, date of birth, gender, and race. This PII blind screening practice helps contribute to a fair and equitable examination process.

Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based on the achieved score received in the Application and Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

Additional Information

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to candidates.

Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.