ESSENTIAL DUTIES:

• Regular attendance is an essential function of this position.

• Provides operational and administrative support to the Fairgrounds Event Coordinator; under direction of that individual, plans and organizes the administrative and fiscal functions of the Fairgrounds.

• Provides administrative support for the Lea County Fair and Rodeo; organizes and maintains office files and all records related to the Lea County Fair and Rodeo.

• Maintains Fairgrounds accounts as directed.

• Collects revenues, posts ledgers, compiles and audits box office data, makes deposits, prepares written payment vouchers for payment of bills, makes purchase requisitions, compiles expense reports.

• May be required to maintain minutes of Fair Board meetings; coordinates planning of meeting agendas. Transmits interpretations of County policy and Fair Board policy to lessees and patrons.

• Coordinates sale of tickets for events and receives payment; prepares reports related to ticket sales.

• Prepares contracts, at the direction of the Fairgrounds Event Coordinator, for individuals and organizations who lease the complex; completes follow-up on contracts and leases, including but not limited to acquisition of copies of liability insurance certificates, security arrangements, distribution of refunds.

• Coordinates arrangements with various staff to make accommodations for rental of a facility. Arrangements may include podium and microphone rentals, audio-visual equipment needs and arranging the necessary part time event staff.

• Handles rental inquiries for parties, meetings, weddings, dances and receptions on the Fairgrounds; shows rental areas to potential renters; provides rental fee information.

• Schedules appointments, makes travel arrangements, answers telephones and acts as receptionist. This includes the fairgrounds as well as other County departments as needed.

• Maintains inventory of supplies and requisitions needed items including but not limited to office supplies, office machines, box office supplies, forms, etc.

• May be required to work irregular hours, attend job related meetings, and perform all duties with minimal supervision.

• The duties of the Fairgrounds Administrative Coordinator are not limited to those set forth above. The employee will perform any and all duties as assigned by a supervisor, consistent with expertise and ability.

MINIMUM QUALIFICATIONS:

Education:

• High school diploma or GED required.

• Administrative or business-related education or training strongly preferred.

Experience:

• One to three years minimum administrative and event coordination experience preferred.

• One to three years public relations, marketing, communications, or related experience preferred.

• Accounting background helpful.

• Clerical experience helpful.

• Food service experience helpful.

Certifications, Skills and Licenses:

• Ability to communicate orally and in writing in English.

• Valid New Mexico driver's license.

• Computer literacy required; knowledge of word processing, secretarial and accounting software programs preferred.

• Ability to type relatively error-free.

Physical Functions/Requirements:

The physical demands described here are representative and not necessarily exhaustive of those that must be met by an employee to successfully perform the essential functions of this job.

• Ability to sit for up to four hours at one time and up to eight hours total per day, with an opportunity to stand and walk intermittently throughout the day.

• Ability to stand and/or walk for up to four hours at one time and eight to ten hours total per day.

• Ability to crouch, kneel, bend at the waist, and twist/rotate at the waist as needed to perform essential duties.

• Ability to work with arms in a bent position or an extended position for up to four hours at one time and eight to ten hours total per day.

• Ability to push/pull with arms with a force of 5 lbs. periodically.

• Ability to lift items weighing an estimated 20 lbs. from ground to waist level frequently, and from ground to eye level or overhead occasionally.

• During preparation for, duration of, and clean-up after events, may be required to lift or move tables weighing up to an estimated 63 pounds, sound equipment weighing up to an estimated 65 pounds, and other similar items, with or without assistance.

• Ability to drive a vehicle with automatic transmission frequently.

• Ability to grasp and manipulate objects as needed to perform such essential duties as writing; depressing buttons, switches, keyboard components; and other similar duties.

• May be required, when working at an event, to climb stairs, walk up and down inclines, and balance on uneven surfaces.

Mental Functions/Requirements:

• Must be able to understand and follow oral directions and instructions.

• Must be able to read, understand and follow written directions and instructions.

• Must be able to read and understand such items as leases, contracts, financial reports and similar documents.

• Must be able to write such items as letters, reports, brochures and ads using proper format and grammar.

• Must be able to plan and direct own work activities and occasionally those of others in an efficient manner.

• Must be able to effectively and persuasively communicate with individuals and in front of small and large groups, sometimes in tense circumstances.

• Must be able to participate in discussion and debate in meetings.

• Must be detail oriented and accurate.

• Must be knowledgeable of relevant traffic laws and regulations.

Other:

• Ability to perform essential duties and adapt to working conditions.

• No history or pattern of reckless driving, DWI or irresponsible driving in the last five years.

• No history of felony or misdemeanor convictions involving moral turpitude, violence, distribution of controlled substances, or dishonesty.

WORKING CONDITIONS:

The work environment characteristics described here are representative but not necessarily exhaustive of those an employee encounters while performing the essential functions of this job.

• Performs work mainly inside, but may also work outside during preparation for, duration of, follow-up of and marketing of events.

• Is exposed to temperature extremes, noise factors, vibrations when present during preparation for, duration of and follow-up of events.

• Works inside primarily on even carpeted or tiled surfaces which are normally dry. May on occasion be wet or slippery. May work outside on concrete, asphalt, gravel or natural ground surfaces. Outside surfaces may be dry, wet or slippery.

• May be exposed to dusts and mists, as well as human and animal odors, during events. May be exposed to inclines, scaffolding, catwalks, ladders or stairs during preparation for, duration of, and follow-up of events. Exposed to normal driving hazards.

• Work may be conducted during daylight hours, or during non-daylight hours in relation to scheduled events.

• May work alone with or without direction, or with other people in a select group, or as part of a large group.

• May be exposed to hazardous situations such as heavy equipment, electrical equipment or live animals during events.

PRE-EMPLOYMENT REQUIREMENTS:

• Interview

• Drug/Alcohol screening

• Criminal record check

• General employment background check

• Driving record check

• Job-related skills tests may be given.