Fairgrounds Manager

Malheur County; Ontario (OR); On-site; USD 70,000 - 100,000; Full time

Job summary

Malheur County is seeking a qualified Fairgrounds Manager to oversee operations of the Malheur County Fairgrounds and its facilities, including the annual fair. The role includes budgeting, grant writing, fundraising, marketing, and staff supervision to maximize fairground use.

The manager will coordinate events, maintain facilities, and liaise with the Fair Board and public, while ensuring compliance with policies and procedures. Evening and weekend work may be required.

Qualifications

• High school diploma or equivalent with 5 years office management and 3 years financial management experience or equivalent.
• Background check is required and a valid driver’s license with clean driving record.

Responsibilities

• Oversee fiscal management, budgeting, grants, audits, and monthly financial reporting.
• Liaise between Fair Board and public; manage contracts with vendors and facilities users.
• Lead fundraising and marketing efforts and supervise fairgrounds staff.
• Coordinate events, facilities use, and coordination with Oregon Fairs Association.
• Attend occasional evening meetings and weekend work as needed.

Skills

Public interaction

Fiscal management

Fairgrounds operations

Bookkeeping

Grant writing

Ordinances knowledge

Commercial buildings

Office equipment

MS Office

Communication skills

Basic repairs

Minute taking

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Access

Publisher

Job description

GENERAL STATEMENT OF DUTIES

The Malheur County Fairgrounds Manager is responsible for the operations of the Malheur County Fairgrounds and its facilities and for overseeing all aspects of the annual fair. The Fairgrounds Manager is responsible also for attaining maximum use of fairgrounds. The Fairgrounds Manager carries out other duties as may be assigned by the Fair Board which includes Fundraising projects. The Fairgrounds Manager represents the interest of the Malheur County Fair in accordance with policies, procedures, and standards established by the Fair Board. The Fairgrounds Manager maintains good public relations with the community and service organizations. The Fairgrounds Manager will be bonded in the same amount as the Fair Board according to ORS 565-210.

SUPERVISION RECEIVED

The Fairgrounds Manager works under the specific supervision of the Chair of the Fair Board and keeps him/her informed on a continual basis of any and all activities, problems or concerns. The Fairgrounds Manager works under the general supervision of the full Fair Board. If any conflict should occur between the Chair of the Fair Board and the full Fair Board, the Fairgrounds Manager will follow the supervision of the majority of the Fair Board.

SUPERVISION EXERCISED

The Fairgrounds Manager is responsible for supervising and evaluating the work of part-time Office Assistant and the Fairgrounds Caretaker. The Fairgrounds Manager has the responsibility of reviewing and approving all contracts negotiated on behalf of the Malheur County Fairgrounds and Fair.

EXAMPLES OF PRINCIPLE DUTIES

(The following description of duties may not be all inclusive and other duties may be assigned at the discretion of the Fair Board).

• FISCAL MANAGEMENT AND CONTROL: The Fairgrounds Manager is responsible for the fiscal management of the fairgrounds which includes: Preparation of the annual budget, grant writing and reporting, assisting in audits, working with the Malheur County Administrative Officer and Treasurer, submitting to the Fair Board a monthly accounting of income and expenditures, presenting a year-end forecast; establishing and monitoring an accounting system for fair and off-season season receipts and maintains an accurate inventory of materials and supplies. The Fairgrounds Manager handles all contract negotiations with vendors and facilities users, maintains the Malheur County Fairgrounds in accordance with Malheur County and Fair Board Directives and policies and insures that all facilities are kept in good repair and operating condition, keeping within fiscal limitations.
• Act as liaison between Fair Board and the public.
• Ability to manage all aspects of projects.
• Completes requisitions for bill payment to send to the Accounts Payable Department.
• Responsible for fundraising and marketing.
• Responsible for the care and maintenance of grounds and buildings.
• This position is responsible for supervising fairgrounds staff; overseeing coordination and utilization of fairground facilities, negotiation of contracts with individuals or groups wanting to use the fairgrounds.
• Responsible for coordination of events at the fairgrounds and activities with other businesses and organizations.
• Responsible to be involved with the Oregon Fairs Association in some capacity so as to know what is going on state wide with County Fairs and to track any trends or circumstances that may affect the Malheur County Fair.
• Occasional required attendance at evening meetings and weekend work.

• Regular physical attendance at the employer’s facility is required.

QUALIFICATIONS

High school graduate or equivalency with five years office manager and three years of financial management experience plus clerical experience or a satisfactory combination of experience and training that would provide the required knowledge, skills and abilities. Must possess a valid driver’s license with a good driving record. Must pass a background check.

SPECIAL REQUIREMENTS

The Fairgrounds Manager is responsible for hiring, supervision, discipline, and, if necessary, termination of all staff. The Fair Board needs to be informed of and agree with any and all of these personnel actions before the Fairgrounds Manager acts. If necessary, the Fairgrounds Manager shall consult with Malheur County legal counsel regarding fair employment practices before completing any terminations. The Fairgrounds Manager is responsible for development and maintenance of all personnel policies and procedures. The Fairgrounds Manager is responsible for the review, analysis, and overseeing of federal, state, county, or city statutes, administrative rules, policies and procedures to ensure the Malheur County Fairgrounds and Fair complies. The Fairgrounds Manager keeps the Fair Board informed of any changes that may affect the operation of the Malheur County Fairgrounds or Fair.

PREFERRED KNOWLEDGE AND SKILLS

• Experience working with the public
• Knowledge of business operations including fiscal management
• Experience operating fairs and fairgrounds
• Knowledge of bookkeeping, accounting, recordkeeping and grant writing
• Knowledge of ordinances
• Knowledge of commercial buildings

• Experience operating office equipment
• Experience with Microsoft products
• Ability to communicate orally and written
• Ability to execute basic repairs
• Experience in taking meeting minutes

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED BY THIS POSITION

Thorough knowledge of: Knowledge of business operations including fiscal management. Considerable knowledge of: Operations of fairs and grounds; Care and maintenance of buildings and grounds; bookkeeping and accounting principles; considerable knowledge of recordkeeping methods and Grant writing processes. Basic knowledge of: Federal and State statutes and County & City ordinances that affect program function. Working knowledge of commercial building maintenance and repair, knowledge of safety and accident prevention practices.

Ability to: Ability to work effectively with County Commissioners, County Agencies and Departments, various organizations, the general public, and those making application to use or provide services to the fairgrounds. Ability to be able to obtain sponsorships within our community. Ability to communicate effectively both orally and in writing; establish, maintain and prepare records, reports and statistical data; make decisions independently in accordance with established policy and use initiative and judgment in carrying out tasks and responsibilities; adjust to priority changes; diagnose plumbing and electrical problems and to expedite repairs; execute basic repairs.

Skill in: operation of modern office equipment including: fax, copy machine, duplicator and folding machine. Computer skills with the following programs/software: Microsoft Word, Excel, Access, Publisher, PowerPoint; typing rapidly and accurately; Must have good organizational skills. Must have general skills in the operations of gardening equipment, hand tools, light equipment, tractor and operations of motor vehicle.

GUIDELINES

Work is performed within Malheur County Fair Board’s policies and procedures; Federal, State and County rules, regulations and ordinances; personnel policies. Employee uses judgment, initiative and experience to interpret and choose between alternate guidelines.

PERSONAL CONTACTS AND PUROSE OF CONTACTS

Employee will have contact with co-workers, Fair Board members, the public and other agencies to provide service, interpret policy and give or exchange information and solicit for fundraising and marketing purposes.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

Work is performed in an office environment and outdoors Fairgrounds area with occasional local travel; however, may require bending, kneeling, climbing, lifting up to 50 pounds, pushing, reaching, standing and walking and other physical activity consistent with performing the duties of the position.

Link for Veterans Preference Form: http://www.malheurco.org/wp-content/uploads/2016/06/Veterans-Preference.pdf If you are a Qualified Veteran or Qualified Disabled Veteran and would like to be granted preference in the selection and hiring process, please fill out this Veterans' Preference Form and provide proof of eligibility by submitting a copy of form DD-214 or 215 (copy 4). This completed form and required supporting documentation must be submitted with your application in order for consideration for Veterans' Preference.

Link for Malheur County Resident Preference Form: https://www.malheurco.org/wp-content/uploads/Departments/Admin/Menu-Links/50-Resident-Applicant-Preference-Form.pdf If you are a Malheur County Resident that plans to stay in Malheur County for the next 5 years and would like to be granted preference in the selection and hiring process, please read, fill out this form and attach it to your application.