Administrative Clerk - Fairgrounds

Position Overview
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.

Position Overview
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. 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.

Qualifications
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.

Education & Experience
The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to graduation from high school…