Scheduling & Client Relations Specialist

Description

This 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, client relations for a diverse client base, event contract coordination, event administration and operations, updating customer relations database and associated software programs, invoicing, financial coordination, and file management.

This position acts as a liaison to the Event Specialists, Event and Business Development Coordinator, and Fairgrounds Site Manager.

NOTE :

The anticipated hiring range for this position will be $19.60 to $23.50 per hour depending on qualifications.

This posting is open until filled

Duties

• 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 diverse customer contacts over the phone, in person and by email.
• Answers questions concerning the scheduling of events and the County requirements for hosting events at a County facility.
• Enters data into and maintains computer systems or databases; proofs data entry and corrects errors; runs standard and ad hoc reports as required by Fairgrounds leadership.
• Performs office duties as required including reception, typing, filing, mail processing, supply ordering, and similar type work.
• 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.
• Assists with planning, administering and operating Department sponsored community events to include the County Fair, Open Spaces Share Back Ceremony, 17 Mile House Fall Festival and other events as necessary.
• Attends and provides administrative support for various citizen committee meetings and cross-functional teams. Responsible for documenting meeting agendas, correspondence and outcomes.

Skills, Abilities and Competencies :

• Excellent organizational, administrative and communication skills that support facility rentals, contract administration, client relations, event coordination / logistics and business administration.
• Excellent customer service skills with an emphasis in effective written and verbal communication. Strong focus on determining and meeting the client’s needs.

Ability to exercise tact and courtesy in frequent contact with diverse clients, County staff, contractors, the general public and citizen committees.

• 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 identifying and 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.

Behavior Competencies (these are required for all positions at ACG) :

Accountability

Accessibility

Inclusivity

Integrity Requirements

Education and Experience :

• High School Diploma or equivalent.
• 2+ years of relevant experience in client relations and event management.

Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

Preferred Experience / Skills :

• Bachelor’s Degree in event / hospitality management, recreation, communications / marketing, public relations or similar field.
• Bilingual in Spanish : ability to read, write and verbally communicate effectively in Spanish, highly desired.

Supplemental Information

Pre-Employment Additional Requirements :

Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.

Post-Employment Requirements :

• 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.

WORK ENVIRONMENT :

Work is generally within a standard office environment but will also include work in various facilities, around equipment, out of doors in various weather conditions and around livestock / animals.

PHYSICAL DEMANDS :

• No unusual physical demands are associated with this position.
• Spends 60% of the time sitting and 40% of the time either upright or walking.
• Occasionally lifts, carries, pulls or pushes up to 25 lbs.
• Uses cart, dolly, or other equipment to carry in excess of 25 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office and event management duties.
• Verbal and auditory capacity enabling interpersonal communication through automated devices, such as telephones, radios, and similar;

and in public meetings and personal interactions.

• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work related equipment.

Please list any special physical demands associated with this position. For instance, exposure to hazardous environments, blood borne pathogens, extreme heat / cold, use of power equipment or machinery, wearing of PPE (personal protective equipment).

This position works on the Fairgrounds campus and during special events which may result in exposure to extreme heat / cold, dust, loud noise, crowds, outdoor allergens and livestock, poultry, rabbits and other animals.

Definitions :

Occasionally : Activity exists less than 1 / 3 of the time.

Frequently : Activity exists between 1 / 3 and 2 / 3 of the time.

Constantly : Activity exists more than 2 / 3 of the time.

Toll Free Applicant Technical Support : If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627.

Helpful hints : if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.

As a Regular Full-Time employee at Arapahoe County Government, you are eligible for benefits such as :

• Medical, Dental, and Vision Insurance
• Life and Supplemental Life Insurance
• Short and Long Term Disability
• Mandatory Pension Plan
• Deferred Compensation Plan
• Pre-paid Legal Services
• Vacation and Sick Leaves
• Holiday pay
• Training and Educational Reimbursement Opportunities

For a more detailed listing of our benefit programs, click on the MENU link on the left and then Benefits Summary. 01 Please choose the response that best describes your educational background.

• Some high school courses
• High School Graduate or GED
• Some college courses
• Some college coursesin event / hospitality management, recreation, communications / marketing, public relations or similar field
• Associate Degree
• Associate Degreein event / hospitality management, recreation, communications / marketing, public relations or similar field
• Bachelor's Degree
• Bachelor's Degree in event / hospitality management, recreation, communications / marketing, public relations or similar field
• Master's Degree
• Master's Degree in event / hospitality management, recreation, communications / marketing, public relations or similar field

02 Please choose the answer that best describes your years of relevant experience in client relations and event management.

• No Experience
• Less than 1 year of experience
• 1 year to less than 2 years of experience
• 2 years to less than 3 years of experience
• 3 years to less than 4 years of experience
• 4 or more years of experience

03 Please describe your relevant experience in client relations and event management. 04 Do you possess bilingual Spanish language skills?

05 Do you have a current, valid driver's license?

06 Have you received eight or more points within the past twelve months or twelve or more points within the past twenty-four months against your driving record?

07 How many moving traffic violations have you been cited for in the past two years?

• Less than 3 violations
• 3 or 4 violations
• 5 or more violations

08 In the past three years, have you had your driver's license revoked or suspended?

Required Question