Administrative and Events Assistant - Fairgrounds

Position Overview

The Administrative Assistant 2 provides administrative support to facilitate the efficient functioning of the organization. This position involves analyzing services and operations, interpreting complex rules and regulations, and maintaining knowledge of organizational priorities. The ideal candidate will possess strong analytical skills, attention to detail, and the ability to work effectively in a fast-paced environment.

Compensation

• Salary commensurate with education and experience

Job Duties and Responsibilities

Include the following, but are not limited to:

Event and Project Coordination

• Assist with planning and coordinating Fairground events, public meetings, community outreach activities, and special projects.
• Coordinate schedules, logistics, vendors, materials, and communications to support successful events.
• Track and maintain event-related documentation, including contracts, insurance certificates, permits, and vendor information.
• Provide on-site support during events and assist with resolving logistical issues as needed.

Office Coordination and Administrative Support:

• Coordinate office activities to ensure efficient operations of the Cleveland County Fairgrounds.
• Perform a full range of secretarial duties, including typing, filing, and managing correspondence.
• Schedule and organize meetings, appointments, and events for the Fairgrounds.
• Prepare and maintain office records, reports, and correspondence related to the Fairground's area of responsibility.
• Assist with special projects and initiatives as assigned by supervisor.

Communication and Correspondence Management:

• Draft and proofread correspondence, reports, and other documents for accuracy and clarity.
• Manage incoming and outgoing communications, including emails, phone calls, and mail.
• Serve as a point of contact for inquiries from the public, stakeholders, and other County departments.

Records Management and Documentation:

• Maintain organized filing systems for easy retrieval of documents and records.
• Ensure confidentiality and security of sensitive information and records.
• Update and maintain databases and spreadsheets as needed for tracking purposes.

Knowledge, Skills, and Abilities

• Excellent communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.
• Proficient in Microsoft Office Suite and other relevant software applications.
• Excellent analytical skills with the ability to interpret and apply complex information.
• Ability to analyze and assess services and operations for quality, efficiency, and effectiveness, and to make recommendations for improvements.
• Ability to interpret and apply complex rules, regulations, policies, and procedures. Ability to abstract and present significant facts from data.
• Knowledge of organization, workflow, staffing, forms, and procedures.
• Knowledge of the Board of Commissioners’ roles and priorities.
• Strong organizational skills with attention to detail and accuracy.
• Ability to prioritize tasks effectively and work efficiently in a fast-paced environment.
• Ability to work independently with minimal supervision and as part of a team.
• Demonstrated commitment to maintaining confidentiality and handling sensitive information with discretion.
• Adherence to ethical standards and professionalism in all interactions and duties

Minimum Qualifications

• High School Diploma or equivalent; Associate’s or bachelor’s preferred
• 3 years of experience in an advanced administrative support role
• Or an equivalent combination of education and experience

Preferred Qualifications

• Experience in government software, such as Munis and Stage 50 Accounting Software.
• Experience coordinating meetings, events, or community activities.
• Experience working with vendors, event logistics, or scheduling.
• Familiarity with insurance documents, permits, contracts, or compliance-related administrative work is a plus.
• Strong organizational skills and the ability to manage multiple projects and deadlines

Physical Demands and Working Conditions 

• Work is typically performed in a climate-controlled office setting with exposure to moderate noise. While performing the duties of the job, employees are frequently required to talk, stand, and walk. This position requires extended periods of sitting and daily use of computers and phones. Must be able to remain in a stationary position 75% of the time.
• Ability to stand, reach, and bend 50% of the time.
• Operates a computer and other office productivity machinery, such as a calculator, copy machine/printer, and office telephone 75% of the time.
• Ascends/descends stairs 25% of the time.
• Communicates with others accurately and effectively 100% of the time.
• Ability to lift 25 lb.

Benefits Highlights

Cleveland County is proud to provide a comprehensive benefits package designed to support our employees and their dependents. Our benefits include:

• Several health, dental, and vision options for both employees and employees dependents.
• 14 paid Holidays, 15 days of Vacation, and 15 days of Sick Leave per year.
• Retirement Savings Plans.

About Cleveland County

• Cleveland County is an Equal Opportunity Employer. Reasonable accommodation to individuals with disabilities may be provided upon request.