Fair Office Administrator
Fair Office Administrator
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Job Description
PLEASE NOTE: Salary is dependent on experience. Yamhill County typically hires between steps 1-4
Yamhill County Fairgrounds has one regular full-time position for a Fair Office Administrator. This position works under the direction of the Yamhill County Fair Manager the Office Administrator for the Yamhill County Fair & Event Center is responsible for overseeing the front office at the Yamhill County Fairgrounds responding to questions from the public and others regarding the fair and use of the fairgrounds. The Office administrator is responsible for the smooth and efficient operation of the office including handling correspondence maintaining records and data entry into the Yamhill County financial system and the Fair contracts management system.
SUPERVISION RECEIVED:
Works under general supervision of Fair Manager.
SUPERVISION EXERCISED:
Supervision is not a responsibility of this position.
DUTIES AND RESPONSIBILITIES INCLUDE ESSENTIAL FUNCTIONS OF POSITIONS ASSIGNED TO THIS CLASSIFICATION. DEPENDING ON ASSIGNMENT THE EMPLOYEE MAY PERFORM A COMBINATION OF SOME OR ALL OF THE FOLLOWING DUTIES:- Receive and record revenues and expenditures; prepare and issue invoices for use of facilities and equipment vendor booths and fair sponsorships following established procedures.
- Prepare bank deposits following established procedures.
- Receive distribute or handle incoming mail and deliveries.
- Maintain contracts for all Fair & Event center users and fair vendors. Responsible to confirm that users have supplied all required insurance permit and other documents prior to event.
- Maintain current and complete Fair and Event Center files.
- Receives and enters employee time into payroll system.
- Act as Fair Office receptionist when needed.
- Maintain schedule and calendar for all fairgrounds and event center facilities.
- Schedule daily arena use maintain and record ride passes and liability release forms.
- Maintain records and collect revenues related to rentals of horse stalls and RV spaces.
- Maintain records and collect revenues from PKA users.
- At the direction of the Fair Manager or Fair Board Chair send Fair Board meeting agenda supporting materials and other information to designated recipients.
- Submit notice of Fair Board meetings for posting
- Disperse copies of approved Fair Board meeting minutes to required individuals and organizations.
- Support design preparation and publication of fair book.
- Assist in the coordination of volunteers during fair including collection and maintenance of completed Volunteer Application & Release Agreements.
- Work with Fair Manager and Superintendents to secure Open Class fair judges; maintain required paperwork and contracts for judges.
- Under the direction of the Fair Manager prepare and respond to correspondence.
- Assist the Fair Manager in the business operations of the fairgrounds.
- Other duties as assigned
Our CommunityYamhill County has approximately 109000 residents and is a very desirable place to live in the heart of the Willamette Valley wine country. Yamhill County is home to Linfield University and Chemeketa Community College in McMinnville and George Fox University and Portland Community College in Newberg. Yamhill County is centrally located in the Willamette Valley within proximity to the Oregon Coast the Portland and Salem metropolitan areas and the Oregon Cascade Mountains. Wide varieties of indoor and outdoor recreation opportunities are available. We have the benefits appeal and superior quality of life found in a small-town community while enjoying active social and cultural lifestyles found in larger metropolitan areas.
Required Information
Under the provisions of the Immigration Reform and Control Act of 1986 any person hired or rehired is required to provide evidence of identity and eligibility for employment. Yamhill County does not offer VISA sponsorships. The County verifies the valid work authorization of each employee using Form I-9 and the E-Verify Program.
Yamhill County is an Equal Employment Opportunity Employer and values diversity.
All qualified applicants are encouraged to apply. Applicants are considered for employment based on their qualifications without regard to race religion gender sexual orientation national origin age marital or veteran status medical condition or disability or any other factor prohibited by law or regulation. Veterans are encouraged to apply. Do not include information or photos that would identify those personal traits. Documents included with this identifying information will be removed from the application packet.
Some positions require a criminal history check and a review of driving record. All County positions require regular prompt and consistent attendance.
Accommodation Under the Americans With Disabilities Act
Reasonable accommodation is available to anyone whose specific disability prevents them from completing this application or participating in the selection process for this recruitment. To obtain confidential assistance please contact Human Resources at or via email at.
Veterans Preference
Under Oregon law ORS 408.225-408.238 veterans who meet the minimum qualifications for a position may be eligible for hiring preference. If you think you may qualify a Veterans Hiring Preference Form MUST be completed and submitted with the application along with other supporting documentation. For the form and information for this process pleaseclick here.(Download PDF reader)
If you need assistance with completing an application for employment or with obtaining a Veterans Hiring Preference Form please contact Human Resources at or via email at.
Knowledge Skills and Abilities
- JOB SPECIFICATION
KNOWLEDGE OF:- Recording methods for revenues andexpenditures.
- Clerical and office procedures
- Contract Administration
- Communicating effectively both orally and in writing.
- Working with volunteers and.
- Interacting with the public to effectively communicate and resolve issues
- Working with large events
- Maintain cooperative and effective working relationships with other employees supervisors and the public.
- Function in a teamenvironment.
- Attend work as scheduled and/or required.
- Physically able to traverse the entirety of the Yamhill County Fair Grounds
Minimum Experience and Training/Other Requirements
MINIMUM EXPERIENCE AND TRAINING:
High School diploma or equivalent. Associates degree in Business Administration Accounting preferred. Must have two years work experience in an environment in which the duties listed were performed. Previous direct fair experience is preferred. Experience using an enterprise-wide financial system such as Oracle is preferred. Any satisfactory equivalent combination of experience and training which ensures the ability to perform the work may be substituted for the above.
OTHER REQUIREMENTS:
Ability to secure and maintain a drivers license valid in the state of Oregon. May be required to drive a county vehicle. Employees
authorized to operate a private vehicle on County business are required to carry a valid drivers license and liability insurance minimums as outlined in ORS 806.070. May be required to complete online or in person training at a designated site.
May be subject to successful completion of a background check.Work Environment/Physical Demands
The incumbent typically works in an office environment and uses a computer telephone and other office equipment as needed to perform duties. As part of the position the incumbent also works in facilities throughout the fairgrounds including barns and related facilities. The noise level in the work environment is typical of that of an office attached to a large open facility. Incumbent may encounter frequent interruptions throughout the workday.
The employee is regularly required to sit talk or hear; frequently required to use repetitive hand motion handle or feel and to stand walk reach bend or lift up to 20pounds regularly and 30pounds occasionally. The employee is also regularly required to travel within the fairgrounds to the various buildings and facilities.
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Thisjobdescriptioninnowaystatesorimpliesthatthesearetheonlydutiestobeperformedbyan employee occupying this position. Employees may be required to perform other related duties as assigned to ensure workload coverage. Employees are required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description does NOT constitute an employment agreement between the employer and employee and is subject to change by the employer as the organizational needs and requirements of the job change.
The job specification requirements stated are representative of minimum levels of knowledge skills and abilities to perform this job successfully. Any satisfactory equivalent combination of experienceandtrainingwhichensurestheabilitytoperformtheworkmaysubstitutefortheabove so that the employee will possess the abilities or aptitudes to perform each duty proficiently.
Required Experience:
Unclear Seniority
Employment Type
Hourly
