OFFICE MANAGER
This is a full-time, non-exempt position with administrative responsibilities and requires contact with the public. This position assists the Association’s Chief Executive Officer to provide administrative support to all divisions at the Fairgrounds.
Administrative duties may include, but are not limited to, preparation of annual, monthly and special reports, overseeing accounting, month end closing work, verify account reconciliations and fiscal statement reporting to management, assuring compliance in hourly employee personnel files, handling basic HR duties, scheduling, contractor payments, A/P and A/R tasks, and general clerical duties. Safeguard company assets and provide data and fiscal support as necessary. The office manager is directly involved in the Annual Fair event planning, which is a year-round process that includes varying degrees of involvement and responsibility with a minimum of 6 programs including but not limited to the Livestock Auction, Live and still exhibit program, Vendors, Entertainment, Racing, Admissions and Parking programs as identified in the Organization Chart.
SUPERVISION RECEIVED AND EXERCISED
The Office Manager position reports to the Chief Executive Officer, with periodic administrative direction from the Association’s Board Members. Exercises direct supervision over the Assistant Office Manager, part-time and temporary employees.
The Office Manager works closely with the Chief Executive Office in preparation for the annual Humboldt County Fair, other facility events, and day-to-day office activities throughout the year.
EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
Responsibilities:
Provide general office and clerical support: preparation of Board packets for website posting and distribution in accordance with Ralph M. Brown Act, coping, filing, correspondence, telephone inquiries.
Provide general office/ administrative/accounting support including input of daily cash and sales report, A/P and A/R Data entry, and generate and summarize event reports.
Provide accounting support to C.E.O. Reconcile general ledger accounts prior to month end posting. Generate sales reports and perform data review and calculations necessary for reporting and paying, city, county, and state tax liabilities.
Safeguard company assets through close monitoring of accounting procedures: conduct internal audits as needed. Review reconciled bank deposits to sales reports, inventory levels, payroll reporting, A/P and A/R activities.
Assist with basic payroll functions: compile and process weekly payroll, process new hire paperwork, verify deduction reporting, track leave time liabilities.
Handle basic Human Resources functions: personnel file maintenance, answer employee inquiries regarding scheduling, facilitate job fairs and new hire orientation, maintain employee training logs, submit workers compensation claims and maintain OSHA log, basic report generation, respond to initial unemployment claims. interface with employees regarding basic employment issues.
Relay any accounting, HR, employee relations, safety, policy or procedural concerns, and any situation that may result in disciplinary action, to C.E.O. in a timely and responsible manner.
Work with assistant office manager to coordinate and implement Fair programs.
KEY SKILLS &COMPETENCIES
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and Association staff.
The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Modern equipment and communication tools used for business functions and program, project, and task coordination.
Develop and manage website editing and social media platforms.
Effectively use computer systems, software applications (e.g. QuickBooks Online, Microsoft, Showorks Fair Management software), and modern business equipment to conduct, compile and or/generate documentation and perform a variety of work tasks.
Use tact, initiative, prudence, and independent judgment within general policy guidelines.
Establish, maintain, and foster positive and effective working relationships with those contacted in the contacted in the course of work.
Education and Experience:
Bachelor’s Degree preferred, or equivalent combination of education, training and experience office management experience. (Minimum of 2 years Office Management experience required.)
Licenses and Certifications:
None.
