Competitive Exhibits Assistant- County Fair

The SAN MATEO COUNTY FAIR is seeking a Competitive Exhibits Assistant to work in a fun and friendly environment during the San Mateo County Fair.

This is a seasonal position from approximately May 12 through June 14.

Pay is $20.00 per hour.

Job Summary

Assist the Exhibit Department on behalf of the San Mateo County Fair.  Responsible for the implementation of exhibits at the San Mateo County Fair and oversee the daily operation of the department during the San Mateo County Fair.  Position will perform duties under the direction of the Exhibits Supervisor, Fair Operations Manager and in limited cases, the CEO.  Other duties may be assigned depending on work load and needs for the Fair.

Essential Functions/Responsibilities

Essential and other important responsibilities and duties may include but are not limited to the following:

• Assist in planning and implementing of all department exhibits and attractions.
• Assist in the receiving of entries.
• Assist in the setup of the department including show cases, table placement, pipe and drape placement color of drapes and any other necessary equipment as needed.
• Recruit & Supervise volunteers for the department prior to and during the fair.
• Assist judges for all applicable contests and provide necessary information to fair staff.
• Assist in the review and submission of all volunteer information and timesheets, judging sheets and related materials to Fair Office in a timely basis.
• Assist in the ordering and maintenance of department supplies.
• Train volunteers on proper customer service and guest relation procedures.
• Other duties as assigned.

Judges:  Communication with current and potential judges for the Fair.  Responsible for the overall processing for judges’ contracts and payments. 

Responsibilities include:

• Identifying and booking judges for all departments
• Staying within budget on the cost of judges
• Identifying any overpayments
• Maintain an amiable relationship with judges
• Maintain a database of judges for future use

Department Heads:  Communication of Department Head activities.  Providing logistical support throughout the Fair season.

 Responsibilities include:

• Coordination between the Departments
• Communicating required deadlines and determining entry receiving, pick-up, and judging times
• Coordinate the ordering of equipment and supplies for the Departments
• Oversee all Exhibit Staff, budget, and timesheets

Fair Exhibitors:  Communication with current and potential Exhibitors for the Fair. Management of the Competitive Exhibits office.

Responsibilities include:

• Manage check-in/entry receiving of Fair Exhibitors while directing them to their set-up location
• Communication with Exhibitors with general FAQ
• Assembling all packets and information needed for all entrants at drop-off
• Ordering and distributing parking passes and entry tickets for exhibitors

Community/School Programs: Identifying new opportunities for the school programs and tours. Development of such programs and outreach to the local schools to increase participation, in partnership with the Fair Operations Manager. Responsibilities include:

• Assisting in planning overall logistics for execution of the programs and tours with Fair Operations Manager
• Preparation of tickets and/or collateral accompanied with the programs
• Promoting and providing information on schools’ ability to participating in competitive exhibits

Perform additional duties as assigned.

Supervisory Responsibility

Responsible for the direction and supervision of department assistants and volunteers.

Qualifications

• Excellent computer skills including proficiency with Microsoft Office.
• Ability to communicate effectively, both orally and in writing.
• Ability to build and maintain positive working relationships with management, co-workers, clients and customers using principles of good customer service.
• Willingness to be flexible and work with the changing work load, and sudden shifts in priorities without losing focus on the “big picture”.
• Requires a willingness to take on new responsibilities and challenges as well as being open to change and to considerable variety in the workplace.
• Strong organizational and follow up skills.
• Requires being responsible, reliable and dependable to fulfill job obligations.
• Ability to work long and irregular hours during the annual County fair and selected events.

Minimum Requirements

• Minimum of three years of progressively responsible administrative experience, above average customer service skills and attitude, a strong ability to be detail orientated are required.
• Prior experience in the fair, festival and event industry is preferred.
• High school diploma or equivalent. College degree a plus.
• May require possession of or ability to obtain a valid California driver’s license and current automobile insurance.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is regularly required to sit.  The employee is frequently required to make repetitive hand movements in the performance of daily duties. Is frequently required to stand; walk; reach with hands and arms and stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Some of the work is outdoors and employee may be subject to various weather related environments.  Must be able to speak, hear and see. Vision requirements are close vision, distance vision, peripheral vision and ability to adjust focus.