POSITION DESCRIPTION

TITLE: Fairgrounds Administrative Assistant

Scope of Responsibility: Under the direction of the Okanogan County Fairgrounds Manager,
performs a wide variety of routine and defined activities involving clerical duties in support of the

Okanogan County Fairgrounds and Facilities. (Scheduled shifts may vary. Attendance during Fair week

is a requirement.)

Supervisory Responsibility: This position has no assigned supervisory responsibility. However,
may serve in a “lead” role to other clerical staff/volunteers.

Essential Functions/Typical Duties:

• Performs clerical and administrative functions in support of the Okanogan County Fairgrounds.

• Schedule reservations of fairground facilities to include preparing, receiving and processing

• Update Fairgrounds website and calendar as needed, to reflect current reservations and events.

• Complete tasks and duties needed for Maintenance staff to appropriately prepare and plan for

• Complete pre-check appointment with renters and after event walk thru to properly establish

• Schedule table and chair reservations and complete proper paperwork, payment and receipting.

• Schedules table cloth rentals, keeping inventory and insuring cleanliness.

• Responds to public inquiries either verbally or in written form, giving information about the

• Directs all Fair inquiries to the appropriate Fair Advisory Committee Members or

• Assists in maintaining inventory records and purchases office supplies when needed.

• Tabulates and keeps a variety of records and rosters for proper auditing and receipting purposes.

• Assists RV Park users with check-in, facility use, park policies and procedures.

• Oversees Camp Host during RV Park open season.

• Collects fees and submits for deposit with the Treasurer’s Office for Fairgrounds.

• Assists in preparation of the department annual budget session.

• Update Fairgrounds Social Media platforms and media sites to keep County residents updated as

• Maintain clean, orderly front office area for visitors to feel safe and welcome.

• Check mail daily.

• Helps the Fair Advisory Committee and BOCC during Fair week.

• Keeps organized filing/record keeping for all forms, applications, contracts, receipts, agreements,

• Files away previous year documents in an orderly manner for easy reference when needed.

• Creates spreadsheets for all applications and contracts that are turned in to the office.

• Maintains all office equipment and insures it is all in working order.

• Helps coordinate Winter Storage, including contracts, receipting, placement and payments.

• Helps coordinate Stampede Week Parking and Facility usage, including contracts, receipting,

• Other duties as assigned.

Minimum Qualifications:
• Requires knowledge of the field of assignment sufficient to perform thoroughly and accurately

the full scope of responsibilities as illustrated by examples in the above description of duties.

Desired Qualifications:
• High School diploma or the equivalent.

• Three years of clerical or customer service.

• Proficiency with word-processing, spreadsheet, accounting, and email applications.

• Possession of a valid Washington State Drivers’ License.

• Cash Handling Experience

Knowledge, Skills and Abilities:
• Ability to appear for scheduled work with regular, reliable, predictable and punctual attendance

and complete assigned tasks within the prescribed timeframes.

• Knowledge of business English, spelling, grammar, composition, punctuation and arithmetic.

• Knowledge of standard office practices and operation of a wide variety of office equipment.

• Ability to use tact and judgment in dealing with the public and with official of other agencies.

• Ability to operate standard office equipment.

• Ability to work with constant interruptions and manage multiple tasks with varying timelines.

• Ability to work in a team-oriented environment.

• Ability to work cooperatively with others demonstrating effective listening skills and exhibiting

• Ability to communicate effectively both orally and in writing.

• Ability to understand and follow oral and written instructions.

• Ability to complete assigned tasks independently.
  

Physical Demands:
The working environment for this position is both indoors and outdoors and of a physically demanding
nature. The duties require work outdoors in all types of weather. Requires walking on various types of
surfaces including rough terrain, sitting, standing, ability to maintain balance, climb stairs, ladders and
inclines, ability to kneel, bend, stoop, crouch, reach, push, pull, twist; requires a sense of touch, finger
dexterity, gripping with fingers and hands, and carrying 50 pounds; ability to operate passenger vehicles,
and work with chemicals, exposure to noxious weeds and plants, dust, pollens, insect stings. Requires
wearing of safety glasses or goggles, rubber or plastic gloves, safety shoes and rubber boots. Follows
infection control practices including hand washing techniques, standard precautions and isolation

Acknowledgements:
The statements contained herein reflect general details as necessary to describe the principal functions of

this job, the level of knowledge and skill typically required, and the scope of responsibility, but should

not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as

assigned including work in other functional areas to cover absences or relief, to equalize peak work

periods or otherwise to balance the workload

THIS POSITION DESCRIPTION DOES NOT CONSTITUTE A CONTRACT FOR EMPLOYMENT.

Employee Signature Date

Department Head Signature Date

Effective Date: 01/01/2023 EEO Code: 6 Department: Fairgrounds

Dates Amended: 11/1/2022 Union: None Division: n/a