Larimer County Job Opening

ALL LARIMER COUNTY POSITIONS REQUIRE A COMPLETED

LARIMER COUNTY EMPLOYMENT APPLICATION

(EITHER ONLINE OR HARD COPY)

 

APPLICATIONS MUST BE SUBMITTED TO THE

LARIMER COUNTY HUMAN RESOURCES DEPARTMENT

BY 5:00PM (MST) ON THE CLOSING/APPLICATION DEADLINE DATE.

                                                     

                      POSITION TITLE:   DEPARTMENT SPECIALIST I

                 POSITION NUMBER:   FAR.1820

                          DEPARTMENT:   FAIRGROUNDS

                 STARTING SALARY:   $14.26 PER HOUR

     APPLICATION DEADLINE:   11/16/2009

 

 

THIS POSITION IS REPOSTED FROM FAR.1775; PREVIOUS APPLICANTS DO NOT NEED TO REAPPLY.

 

Responsible for, and manage the event calendar for, The Ranch campus, including all facilities except the Budweiser Events Center.  Includes scheduling all events, writing contracts, communicating with promoters, updating client database and software programs, and is responsible for invoicing and file management; acts as a liaison for sales manager and event coordinators.  Performs customer service duties and is the first point of contact for all inquiries by phone or in person; assists with event-related duties and special projects when necessary. 

 

ESSENTIAL FUNCTIONS:  The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required.  The organization retains the right to modify or change the duties or essential functions of the job at any time.

·         Perform the scheduling of events on The Ranch campus (excluding the Budweiser Event Center).

·         Require strong customer service skills; follow-up and attention to detail; phone and direct contact with the public.  Capable of answering questions concerning the scheduling of events and the requirements for each event.

·         Be the first point of contact for all business, over the phone and in person.

·         Receive telephone calls and determine which calls can be handled personally and which should be referred; respond to a variety of informational and situational requests frequently requiring additional research.

·         Compose and prepare replies to a wide variety of communications when information is factual in nature or involves matters of established policies, procedures, or standard practices; prepare original correspondence in response to customer and agency inquiries.

·         Accept and process plans, specifications, forms, reports, legal documents, applications, or similar materials in accordance with legal and procedural requirements; ensure information is complete and in accordance with legal and procedural requirements; approve or deny services based on documentation and program requirements.

·         Perform customer service duties for the department on a regular basis; interpret County/Departmental policies, rules, and regulations in response to inquiries; conduct necessary research; route inquiries appropriately for more complex matters and interpretation issues.

·         Administer non-complex administrative programs for the department.  Act as main informational contact.  Ensure appropriate procedures are followed.  Make adjustments to procedures as required and reviewed by supervisor.

·         Establish and maintain office filing systems, files, and records.  Assemble requested information; develop and maintain related forms and documents.

·         Enter data into and maintain computer systems or databases; proof data entry and correct errors; run standard and ad hoc reports as required; may act as computer liaison with other agencies and departments.

·         Have prior knowledge and experience in scheduling software and processes.  Assist and work closely with Event Coordinators, the public, and have knowledge of special events and their operations. 

·         Work in conjunction with the Event Coordinators on scheduling events.

·         Communicate with scheduling personnel at the Budweiser Event Center to ensure all elements of parking, traffic, and security has been considered before scheduling an event.

·         Periodic attendance at events with Event Coordinators as part of the understanding of new events at The Ranch.

·         Assist event coordinators to plan and implement campus-wide events and self-promoted events.

·         Coordinate small meetings.  Including pre-event preparation (event contract, certificate of insurance, event data sheet), communication with other departments such as catering, audio visual and building operations.  Complete post-event settlement and event accounting and customer follow-up.

·         Schedule work orders, service calls, and other activities for departmental employees.  Maintain activity and work logs.  May dispatch other employees on a regular or emergency basis.

·         Calculate, collect, and process application, service, filing, and work order fees.  Maintain records and reconcile related accounts.

·         Perform secretarial type duties as required including reception, typing, filing, mail processing, and similar type work.

 

OTHER DUTIES:

·         Perform other duties as appropriate, or necessary for performance of the jobs.

 

KNOWLEDGE OF:

·         Operation of standard office equipment including fax machines, copiers, and computers.

·         Routine software and business applications including, but not limited to, word processing, spreadsheets, presentation software, and databases.

·         Modern office practices and procedures.

·         Accounting calculations including interest, percentage, decimals, and fractions.

·         English language, proper grammar, punctuation, and spelling in other oral and written communication.  Current business letter writing techniques and methods.

 

ABILITY TO:

·         Interpret and apply a variety of organizational policies and procedures.

·         Ability to prioritize multiple projects, duties, and daily tasks.

·         Exercise exceptional attention to detail.

·         High Capacity of problem solving and critical thinking skills.

·         Find solutions for conflicts independently and effectively.

·         Establish and maintain effective working relationships with other County employees, representatives of other agencies and organizations, and members of the community.

·         Perform duties independently without close supervision.

·         Provide professional customer service to clients and the public.

·         Communicate clearly and concisely, both orally and in writing.

·         Maintain sensitive and confidential information.

·         Follow written and verbal instructions.

·         Organize material and present information clearly and concisely in verbal and written form.

·         Perform typing functions within required words per minute.

·         Read and comprehend department and County rules, regulations, policies, procedures, and standard operation procedures.

 

EDUCATION AND EXPERIENCE:  Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying.

Experience:

·         Two years of experience in a directly related clerical or secretarial field or in the performance of similar duties and responsibilities.

Training:

·         High School Diploma or GED required, supplemented by additional secretarial or office administration coursework.

·         Preferred:  Bachelor’s Degree or equivalent, including multiple years experience in the related field.

 

 

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