Douglas County Colorado

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Fair Coordinator

at Douglas County Colorado

Posted: 10/10/2019
Job Status: Full Time
Job Reference #: 2598052
Keywords: office

Job Description

Overall Job Objective

Description

Coordinates, directs, and implements the planning, preparation, promotion and production of the Douglas County Fair and Rodeo.  Duties may include, but not limited to marketing activity; sponsorship programs; advertising; licensure and permitting; budget planning and administration; contracts; accounts payable; supervision of volunteers, vendors, and contractors; inter-departmental Fair-related activities; and public relations.

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES: (The following examples are illustrative only and are not intended to be all inclusive.)

  • Oversee and organize all elements of the Fair & Rodeo including entertainment, volunteers, rodeo, marketing, Livestock Sale, Creative Arts and 4-H projects in coordination with the Fair Board.
  • Assist in scheduling and producing multiple, coinciding events from conception to completion. Must meet intended goals and expectations.
  • Coordinate Fair Board activities. Give direction to volunteers to ensure policies and procedures are followed and in compliance with all financial, insurance, legal, health and safety obligations.
  • Represent the Fairgrounds at meetings and provide administrative and technical support where appropriate with Board of County Commissioners, Fair Board, Volunteers, CSU Extension, other Agencies.  This will require attendance at meetings that are outside of normal business hours. (e.g. Fair Board, committee meetings, etc.)
  • Recruit and interact with sponsors, identify their interest, negotiate to ensure consistency and provide guidance, present ideas and plans. Ensure specifications are understood and communicated. 
  • Secure contractors, entertainers, judges, and vendors; coordinate requirements, prepare contracts, ensure all paperwork is complete, and manage payments and invoicing.
  • Prepare, maintain and monitor agendas, plans, schedules, competition rules, invoices, reports, and spreadsheets.
  • Compile bid specifications, request for proposal documents and review upon submittal for service agreements and supplies.  Purchase supplies and materials per County purchasing guidelines.
  • Work with Fairgrounds Manager and the Business Services & Operations Manager to review and evaluate operating budget, prepare financial reports and communicate effectively any variances to Fairgrounds Manager and Fair Board in a timely manner.  Assist Fair Board in the development of annual requests for the Fair & Rodeo operating budget.
  • Seek potential advertisers and market ad space in the Souvenir Program.
  • Contribute to the development and implementation of marketing and advertising plans; including, but not limited to print ad content, proofs, placement, announcements and press releases.  Coordinate with graphic designer for advertising and responsible for meeting deadlines.
  • Handle issues and troubleshoot any emerging problems.  Anticipate and plan for possible different scenarios and provide solutions where applicable. 
  • Assist in the recruitment of volunteers, onboarding, scheduling, and orientation.
  • Content management of Fair & Rodeo website and social media platforms to include composing and posting content and updating as needed.
  • This position works independently and as a team.  Focus and duties may vary.
  • Performs other duties as assigned.

Minimum Qualifications

EDUCATION and/or EXPERIENCE: Bachelor's Degree with major course work in event management, business administration, marketing, public relations or a related field and two (2) years' experience in event management and/or marketing or closely related experience is required.  A combination of education and experience may be considered for a well-qualified candidate.
 
KNOWLEDGE, SKILLS AND ABILITIES:

  • Knowledge of and experience with event planning and coordination, scheduling and event logistics.
  • Communicate clearly and concisely, both orally and in writing.
  • Ability to apply common sense understanding to interpret and carry out a variety of instructions.
  • Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work.  Additionally, must have the ability to work with a variety of contacts from governmental organizations, community organizations and volunteer-based organizations.
  • Initiative to direct own activities. 
  • Analyze problems, identify alternative solutions, consequences of proposed actions and implement recommendations in support of goals.
  • Ability to use discretion and make decisions within scope of authority
  • Ability to effectively meet and deal with the public and to handle stressful situations and difficult complaints.
  • Ability to work independently and within a team.
  • Proficiency in time management and organization required.  Ability to perform multiple tasks and focus on details without loss of efficiency or composure.
  • Knowledge of cash handling procedures, invoicing, accounting and principles and procedures of record keeping. 
  • Knowledge of and experience with Adobe, as well as Microsoft Office is required.  Working knowledge of modern office practices, procedures and office equipment. 
CERTIFICATIONS, LICENSES, & REGISTRATIONS:
Possession of, or ability to obtain, a valid Colorado drivers' license within 30 days of hire.

The ability to successfully complete pre-employment screening including but not limited to: reference checks, criminal background (to include fingerprinting through a national data base), and drug screen is required.

Supplemental Information

SUPERVISION RECEIVED:   Work is performed under general supervision by the Fairgrounds Manager.
           
SUPERVISORY RESPONSIBILITIES:  This position gives direction to and coordinates with the Administrative Support Specialist and seasonal staff.  This position regularly supervises volunteers. 
 
INDEPENDENT JUDGMENT:  Incumbent must be self-motivated and have the ability and willingness to work with little or no guidance.  Must be a self-starter.  This position requires the ability to work, manage and complete multiple tasks in a timely manner independently.   Work involves a variety of tasks and requires the ability to prioritize workflow from day-to-day. 

WORK ENVIRONMENT:
 
Physical Work Environment:  Work is generally performed in a typical office environment. Occasionally works outdoors in various weather conditions.  Works generally Monday through Friday but will be required to work occasional weekends and a minimum of eight (8) nights per month for evening meetings. 
 
Physical Demands:  While performing the duties of this job, the employee is consistently required to sit, and frequently required to stand and walk, talk, use hands and fingers, handle, feel or operate objects and perform repetitive motions.  Occasionally employee may be required to perform physical labor.  Also requires lifting, bending, squatting, standing, reaching, climbing, kneeling, stooping, crawling to assist with set up and/or take down before, during, and after Fair.
           
Material and Equipment Directly Used: Standard office equipment (computer, telephone, copier, printer), golf car or gator, and motor vehicle.
 
In the event of an emergency/disaster in or near the County, all County employees are expected to make every effort to be available to assist the County Manager, Elected/Appointed Officials and Department Directors to ensure the continued operation of any and all necessary County functions.  This may mean being available to perform additional duties and hours beyond what is normally required.  In the event that an exempt employee does work more than 40 hours a week in support of County operations during an emergency, such employee may receive overtime or other appropriate wage compensation in accordance with existing County policies or at the discretion of the County.