Fairgrounds Coordinator

The Fairgrounds Coordinator, under direct supervision, performs administrative, accounting, and customer service support for the County Fair and its facilities to ensure accurate records and professional service to the public. The position assists with accounts payable and receivable, processes deposits and receipts, and maintains files for exhibitors, vendors, and contractors. The role also supports fair and event operations by registering participants, preparing rental agreements and estimates, and providing front‑line customer service at the Fairgrounds office.

By completing financial transactions, maintaining accurate records, and assisting clients and the public, the Fairgrounds Coordinator supports the daily operations and successful events of the County Fair and Fairgrounds facilities.

• Processes accounts receivable by receiving payments, preparing deposits, issuing receipts, and recording transactions in spreadsheets to ensure accurate allocation to accounts and budget categories.
• Assists with accounts payable by preparing vouchers, coding expenses, and tracking costs to support fiscal accountability for fair and facility operations.
• Provides general office and customer service support, including operating the Point of Sale (POS) system, greeting visitors, answering phones, and responding to public inquiries to ensure timely assistance.
• Sorts and distributes mail, prepares correspondence and reports, and provides clerical support to the Event Coordinator, Accounting Technician, and Director to support daily operations.
• Provides customer service for fair participants, vendors, contractors, and community members by answering questions, distributing information, and assisting with registration and paperwork.
• Registers exhibitors using Sho Works software, maintaining accurate records for fair exhibits, vendors, entertainers, judges, veterinarians, and contracted services.
• Assists with facility coordination by preparing estimates, maintaining rental applications, contracts, and liability insurance records to support accurate scheduling and billing of events.
• Updates and maintains event production information for internal staff to ensure smooth coordination of interim and fairground events.
• Performs other duties as assigned.

• High School Diploma or GED.
• One year of administrative, clerical, or customer service experience that included handling payments, data entry, or recordkeeping.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and the ability to learn specialized software such as Fair Entry or Point of Sale (POS) systems and Quick Books.

Any equivalent combination of education and experience that provides the necessary qualifications to successfully perform the duties of the position will be considered.

• Associate degree in business administration, accounting, or a closely related field.
• Experience using accounting or financial software such as Quick Books or Sho Works.
• Familiarity with BARS (Budgeting, Accounting, and Reporting System) coding.

• Work is primarily performed in an office setting with daily use of computers and frequent interaction with the public, vendors, and contractors.
• Position may occasionally require running errands off the Fairgrounds using a personal vehicle.
• Work may include evening and weekend hours during fair or event operations.

• Frequently sits at a computer workstation to perform data entry, financial transactions, and recordkeeping tasks.
• Regularly communicates in person, by phone, and in writing with staff, vendors, contractors, and the public.
• Frequently types, writes, and uses office equipment such as phones, copiers, and computers.
• Occasionally walks or moves between offices, event areas, and fairground facilities.
• May occasionally lift and carry materials or supplies up to 25 pounds.
• Frequently uses near and distance vision, along with peripheral vision and depth perception, to complete office tasks and ensure accuracy in financial and event records.