Arapahoe County's Fairgrounds is seeking a Scheduling Specialist.
We have recently expanded the west wing of the exhibit hall and completed our new outdoor covered arena. The arena boasts 36,000 square feet and is the prime space for rodeos, drop in riding, horse shows and any type of agricultural events and shows.
The new wing at the exhibit hall greatly expands the Fairgrounds' booking capacities. This addition has allowed for much larger and more commercial trade shows, regional athletic events and an extended line-up of festivals and animal related shows. It also serves as a training or conference facility, opening the doors to a variety of new customers.
The Scheduling Specialist position is responsible for scheduling and administering rentals and events associated with the Arapahoe County Fairgrounds Event Center and the 17 Mile House. The primary responsibilities include scheduling the Event Center calendar, event contract administration, client relations, updating customer relations database and associated software programs, invoicing, and file management. This position acts as an administrative liaison to the Client Relations Specialist, Client Relations Business Development Coordinator, and Fairgrounds Site Manager.
We are conveniently located at 25690 East Quincy Avenue in Aurora for candidates who live in Aurora, Centennial, Parker and Eastern Arapahoe County.
Our anticipated hiring wage is $16.75 - $20.98 per hour.
The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. The County reserves the right to modify or change the duties or essential functions of the job at any time.
Performs the scheduling of events in conjunction with staff of the Arapahoe County Fairgrounds and Event Center.
Functions as the first point of contact for all customer contacts over the phone, in-person and by email. Receives telephone calls and determines which calls should be handled personally and which should be referred to other staff; respond to a variety of informational and situational requests frequently requiring additional research.
Answers questions concerning the scheduling of events and the County requirements for hosting events at a County facility. Exercises tact and courtesy while in frequent contact with clients, County staff, contractors, and the general public and citizen committees.
Assists with Fairgrounds Event Center administration, rental and client relations including: event planning/booking, contract administration, invoicing, and the evaluation of client satisfaction.
Coordinates with appropriate County support staff to facilitate event operations and logistics including event layout, event equipment, facility needs and staffing/security requirements. Attends events and supports event/client services.
Responds to and documents all facility use inquiries and leads. Follows up with potential clients and supports contract monitoring, administration and ensures client fulfills event contract obligations.
Coordinates and processes event contracts, collects event fees and deposits. Administers event close out procedures utilizing computerized event management system.
Assists in the distribution of marketing collateral and schedules of activities to support the Event Center promotions and outreach programs..
Enters data into and maintains computer systems or databases; proofs data entry and corrects errors; runs standard and ad hoc reports as required.
Performs secretarial office duties as required including reception, typing, filing, mail processing, and similar type work.
Assists with planning, administering and operating Department sponsored events to include the County Fair, Open Spaces Share Back Ceremony, 17 Mile House Fall Festival and other events as necessary.
Performs other duties as assigned.
Skills, Abilities and Competencies:
Excellent organizational, administrative and communication skills that support facility rentals, contract administration, client relations, event coordination/logistics and business administration. Ability to prioritize multiple projects, duties, daily tasks and exercise exceptional attention to detail.
Ability to perform excellent customer service, follow up and attention to detail with an emphasis in effective written and verbal communication. Strong focus on meeting the client's needs.
High capacity for problem solving and critical thinking skills. Ability to find solutions for conflicts independently and effectively.
Knowledge of Microsoft Office Suite, facility booking software, customer relations management software and financial management programs. Ability to understand and implement new software systems quickly. Knowledge and experience in scheduling software and processes. Ability to assist and work closely with clients and knowledge of special events and their operations.
Ability to marshal resources (people, funding, material, and support) to get things done; ability to orchestrate multiple activities at once to accomplish a goal; uses resources effectively and efficiently; arranges information and files in a useful manner.
Demonstrates a clear understanding of policies and procedures of operation; and is able to assertively, tactfully and successfully communicate the importance of the policies to vendors and customers while protecting the organization through appropriate application of such policies, procedures and guidelines.
Service First Excellent Quality Responsive Government Visionary Thinking Innovation Caring Leadership Effective Communication Fiscal Responsibility Integrity Respect for Others Safety Teamwork
Education and Experience:
Bachelor's Degree in event/hospitality management, recreation, communications/marketing, public relations or similar field.
2+ years of relevant experience in client relations and event management.
Bilingual in Spanish: ability to read, write and verbally communicate effectively in Spanish preferred.
A combination of education and experience may be considered
Pre-Employment Additional Requirements:
Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.
Possession of a valid Class "R" Colorado Driver's License or the ability to obtain one within two weeks of appointment.
This position will require evening/weekend assignments and may require a flexible schedule with rotating on call weekends. Work locations and facilities are subject to change based on business need.
Internal Number: 3228
About Arapahoe County Government
Welcome to Arapahoe County, Colorado – the state’s first county and the third largest with a population of more than 572,000. Arapahoe County was named for the Arapaho Indians, who along with the Cheyenne Indians, occupied most of Colorado when it was only a territory.Back then, Arapahoe County was much larger – stretching east to western Kansas. Denver was the original County seat until 1902 when the city split off and became a separate county. The City of Littleton became the new county seat and remains the county seat today. The County Administration Building is located at 5334 S. Prince Street in Littleton, Colorado.In 2003, the citizens of Arapahoe County generously voted to create a County Open Spaces Program. By approving a 10 year countywide quarter-of-a-penny sales and use tax (which is equal to 25 cents on every $100 spent), you demonstrated how important it is to preserve natural areas, enhance neighborhood and regional parks and build and maintain trails in Arapahoe County.