Office Assistant - Events

Summary PURPOSE OF POSITION: This position provides office, administrative, event and technical support for the Fairgrounds and Tourism Department.
It also assists in the coordination and operation of departmental activities and events held at the fairgrounds.
Essential Duties PRINCIPAL DUTIES: 1.
Assists in the operation of an organized and efficient business office.
2.
Greets and assists all customers who call on the telephone or enter the office.
This includes but is not limited to assistance with: event calendar information; completing forms; making reservations; processing/receipting deposits, camping and rental fees; providing visitor information to tourists, etc.
3.
Works cooperatively with diversified user groups (4-H, FFA, Open Class, Grange, Horse, Cattle, Poultry, Small Animal, Concessionaires, Commercial, Tourism, Visitors and others) to promote a quality fair, interim events and full utilization of the Fairgrounds facilities, as well as the promotion of Grays Harbor County as a Tourism Destination.
4.
Provides communication to the public as to the policies set by the Board of County Commissioners and implemented by the Department Manager.
5.
Assists in the processing of all monthly invoicing and bills, updating daily accounts receivable and billing programs in order to provide accurate monthly statements.
6.
Assists in the maintenance of all contracts, agreements, and insurance requirements.
7.
Acts in a cooperative manner with staff and diverse user groups of the Fairgrounds facilities.
8.
Provides coordination between office and field staff, relaying messages in a timely manner.
9.
Assists with the coordination, staffing and operation of events which may take place on evenings and weekends, requiring overtime to be worked.
10.
Assists in maintaining all database mailing lists for the Department and the processing of all bulk mailings that are sent out from the Department.
11.
Assists in the counting of monies received, balancing receipt books and transmittal forms, as well as making bank deposits.
12.
Maintains and updates website and social media content for the County Fairgrounds and Tourism sites.
13.
Assists in camping operations, which includes, but is not limited to accepting reservation forms, assigning spaces and mapping of camping areas.
14.
Assists in managing and maintaining the Fairgrounds ATM system, which includes detailed monthly reconciliation reports.
15.
Other duties as assigned by the Manager and/or other Department Supervisors.
Qualifications Knowledge, Skills, and Abilities: Knowledge of general office practices and procedures.
Ability to organize work and meet established deadlines.
Ability to work flexible hours and overtime as dictated by the event schedule.
Knowledge of proper phone etiquette and customer service techniques.
Skilled in the use of standard office equipment i.
e.
, computers, printers, calculators, etc.
Skilled in the use of Microsoft Office software.
Skilled in attention to detail and accuracy.
Ability to establish and maintain effective working relations with coworkers, supervisors and the general public.
Skilled in the proper use of spelling, punctuation, and rules of grammar.
Ability to pass a criminal history background check.
Education and Experience: High school diploma or GED.
Post-secondary education or training courses desired.
Experience in governmental accounting and budgeting desired.
A valid Washington State driver's license and acceptable driving record.
Must be bondable.
Supplemental Information WORKING CONDITIONS: Work is primarily performed in an office environment, with varying degrees of noise and temperament of people.
Physical requirements include, sitting, standing, walking, reaching, pushing, pulling, a sense of touch, finger dexterity, ability to grip with hands and fingers, ability to hear voice conversation, ability to speak and the ability to read existing records in their original and stored formats.
Occasional, there is a need to lift up to 50 lbs.
May be required to work evenings, weekends and overtime to accommodate customers and scheduled events.
The statements contained herein reflect general details describing the principal functions of this job, the level of knowledge and skills typically required, and the scope of responsibility.
They are not an all-inclusive listing of duties and responsibilities, and the incumbent may perform other duties as assigned.
GRAYS HARBOR COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER