Office Assistant

Position Title: Office Assistant

Status: Part time, approximately 30 hours/week
Exempt/Non-Exempt Status: Non-Exempt
Reports to: Sr. Fair Board Personnel Committee

Supervises: N/A
Position Purpose: The Office Assistant is a key role in the experience that the public has with the
Pickaway County Agricultural Society (PCAS) and Pickaway Agriculture and Event Center (PAEC). This role is the public “face” and “voice” of PCAS and PAEC. In addition to performing clerical and administrative duties, this role has a high-level of engagement with the Sr. Fair board, 4H & FFA families and individual and organizations that are interested in the PAEC facilities.

Essential Functions:

• Coordinates all fair office functions. Acts as receptionist to public.
• Open & distribute all incoming mail.
• Answer, respond to, or forward telephone calls and emails timely
• Draft letters and other correspondence on behalf of the President and Sr. fair board
• Assist walk-in traffic to the office, including Sr. fair board members, other organizational representatives, business partners, guests and/or patrons
• Administer PCAS, PAEC and Gun-A-Palooza (GAP) and associated social media accounts including; posting, comment/message responses, and chairs social media committee.
• Coordinate website, IT maintenance, office equipment maintenance, and electronic sign with vendors.
• Serve as Secretary for the Sr. Fair board, take and publish meeting minutes and handle correspondence for PCAS, including; create meeting agendas with input from President & Vice-President. Print off materials for Sr. Fair Board meetings, including agendas, Treasurer’s Report and other requested documents.
• Handle cash and prepare deposits for the PCAS Treasurer. Provide assistance and support to Treasurer, including audit procedures. Sell fair passes/memberships, tickets, camping spaces, GAP tickets and other special events/promotions.
• Oversee contract process for PAEC events, winter storage, and fair (including exhibitors, judges, concessionaires, sponsorships, etc.) Update annual letters and administer mailing of all contracts and payments.

• Maintain and organize record keeping systems including digital files (on DropBox) and file folder system for office use.
• Maintain inventory for office supplies, janitorial supplies (for office & other buildings on grounds) and other equipment. Sources and orders merchandise/souvenirs, promotional items, flyers/brochures/signage and other supplies as needed.
• Enter data accurately and efficiently (i.e. QuickBooks and Excel) and generate reports as requested
• Give tours
• Be familiar with organization policies and procedures, as well as, knowledge of ODA Red Book, and Sunshine Laws.
• Oversee application and payment process for camping for all events, including fair.
• Administer all paperwork requirements for ODA and OFMA (including fair dates, livestock/veterinarians, election, convention, etc.)
• Source/order memberships, exhibitor passes, weekly passes, parking passes, golf cart passes, camping passes, etc.
• Submit news releases and advertisements with media sources as needed
• Coordinates and organizes meetings and events for PCAS/Sr. Fair Board (including dinners/meals, special events, etc.)
• Composes and designs advertising and promotional materials, including social media posts, printed brochures/flyers, etc.
• Correspondence and coordination of sponsors and sponsorship packages.
• Fully conduct mailings including drafting/editing letters, print/copy, create address labels from spreadsheet (using mail merge), stuff/address/stamp/mail envelopes

Secondary Functions:

• Packing sponsorship and promotion tickets
• Organizing sponsorship benefit packages
• Deliver marketing materials to promotional partners.
• Files and shreds documents as requested
• May schedule meetings and coordinate the Sr, Fair board calendar
• Thank you cards to all fair related sponsors, donors and volunteers

Qualifications:

• Must be at least 18 years of age and authorized to work in the United States
• Must be able to drive own vehicle for deliveries (mileage reimbursed)
• Be knowledgeable about facilities and events and be able to share information to build interest
• Strong computer skills and demonstrated ability to use Quick Books, Microsoft Word, Outlook and Excel required. Experience with PowerPoint and DropBox preferred.
• Ability to successfully handle and prioritize multiple tasks required
• Excellent customer service skills, ability to work well with others, integrity, and professionalism is a must
• Excellent written and verbal communication skills.
• Resourceful problem solver
• High attention to detail, organization, multi-tasking and time management.
• Previous experience as an administrative professional is preferred.

Special Qualifications:

• Schedule - Primarily Monday – Friday, 10am – 6pm
• Extended hours will be required the week of the Pickaway County Fair and Gun-A-Palooza
• At least one day until 6pm per week between Memorial Day and Labor Day
• Ability to work outside the normal business day/week as demanded by events and programs.

Physical Demands:

While performing the duties of this job, the employee is frequently required to sit, talk and hear. The employee is occasionally required to walk; use hands and fingers to operate, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 30 pounds, which requires proper bending. Must be able to sit and stand for extended periods of time.

Work Environment:

Will work in a fast-paced, environment both indoors and outdoors during all types of weather. The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment is usually loud during outdoor events and when in larger event buildings.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Will be required to perform other duties as directed, requested or assigned.

Administrative Duties:

• Running errands
• Stocking supplies
• Sorting and sending mail
• Answering and routing phone calls
• Managing social media
• Greeting visitors

Financial Duties:

• Processing payments
• Purchasing

Setting:

• Other

Ergonomic Workspace:

• No

Work Remotely

• No

Job Type: Part-time

Pay: From $16.00 per hour

Work Location: In person

Salary : $16