THC - Office Manager (Administrative Assistant IV

TEXAS HISTORICAL COMMISSION • Fredericksburg, TX • 17h ago

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRSHRAMFL.HRSCGSEARCHFL.GBL?Page=HRSAPPJBPSTFLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=102037andPostingSeq=1Job DescriptionJOB OBJECTIVE: Under the direction of the site manager, this position is responsible for highly complex (senior-level) administrative support, public program, and private and public event coordination, and assists all other staff at Fort Martin Scott State Historic Site of the Texas Historical Commission (THC). Administrative support includes overseeing administrative/business operations, retail, coordinating the purchase and procurement process, filing, and required monthly reporting. Program and event coordination duties require serving as the main point of contact in coordinating facility use and logistics with clients on behalf of the THC. This position is also a frontline customer service position at the historic site and must maintain positive relationships with the community and visitors. When necessary, this position works in coordination with the sites vendor partner(s). Works under limited supervision, with moderate latitude for the use of initiative and independent judgment. ESSENTIAL DUTIES:Serve (with site staff and volunteers) as the face of the site.Coordinate the purchase and procurement process for the site utilizing the Centralized Accounting and Payroll/Personnel System (CAPPS).Train site staff in the procurement process and oversee the handling of requisitions and product/services acquisitions.Respond to internal inquiries and interpret related rules, regulations, policies, and procedures.Generate reports on expenditures and purchase order accounts, including monthly procurement and retail reports. Maintain work areas, office equipment and supplies of office materials.Maintain appropriate administrative records per records retention policy.Maintain a schedule for all current events and track and respond to requests for proposed events, elevating requests for private rentals to the concessions/retail vendor partner and keeping THC staff abreast of heritage tourism and group requests. Research and recommend new opportunities for events to maximize exposure to target audiences and achieve site goals and objectives effectively.Assist in providing logistical and operational support for site-hosted events, both public and private, particularly for the sites community partners activities.Serve as the THCs representative on-site host for private and public events booked outside of site operating hours on a rotating schedule.Assist with developing public relations and media/marketing support materials.Assist in compiling data for charts, databases, summaries, and other required reports.Assist in planning and holding meetings, conferences, workshops, and seminars related to the site and in the development of internal administrative or technical assistance policies and procedures.Assist in preparing reports and correspondence.Assist in preparing annual budget requests and in financial planning related to visitor services and retail operations.Assist in rentals including; scheduling, payment processing, planning, marketing, and creating rentals programs and packages.Assist the site manager in the planning and implementation of public programs including events, exhibits and workshops.Provide tours to specific audiences and assist with general customer service delivery.Participate in volunteer recruitment, training, and scheduling.Perform cleaning of floors, dust exhibits, and store shelves, cleans door glass, empties trash, replenishes restroom supplies and visitor brochures, and housekeeping in dorm rooms as needed.Adhere to established work schedule with regular attendance. Follow all THC safety guidelines/procedures and ethics requirements. NON-ESSENTIAL DUTIES:Perform other duties as assigned. MINIMUM QUALIFICATIONS:Graduation from a senior high school or GED equivalent;Minimum four years work experience in clerical or administrative support work;Work experience in bookkeeping, accounts payable/receivable, events, or similarly related experience;The ability to maintain the security or integrity of the critical infrastructure; Valid drivers license, acceptable driving record, and ability to drive a state vehicle; and, Required to travel up to 5% of the work period. PREFERRED QUALIFICATIONS:Graduation from an accredited four-year college or university with a degree (or one year of work experience related to the essential duties may substitute for one year of college);Work experience in planning, coordinating, overseeing, and managing group sales, conferences and/or special events;Work experience at a historic site, history museum, and/or with Texas History.Work experience in retail and/or hospitality.Work experience with purchasing/procurement and strong skills with database management.Comfortable engaging with the public both verbally and in writing KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of general office management, administrative, accounting, and clerical procedures; Knowledge of retail sales practices and procedures including ordering, receiving and inventory control, merchandise display and records keeping; Knowledge of rules and regulations applicable to private event hosting, including laws and policies regarding alcohol served at such events;Knowledge of retail sales practices and procedures, including ordering, receiving, inventory control, merchandise display and record keeping;Knowledge of accounting and audit accountability;Knowledge of maintenance techniques and procedures needed to support private event scheduling and staging; Effective verbal and written communication, human relations, and organizational skills;Skill in the use of general office machines; Skill in providing customer service excellence to both internal and external customers;Sk

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