THC - Office Manager (Administrative Assistant IV)

TEXAS HISTORICAL COMMISSION • Austin, TX • 1d 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=103454andPostingSeq=1Job DescriptionJOB OBJECTIVE: To provide highly complex administrative support to the Division of Architectures staff and constituents with outstanding customer service through the dissemination of information, records, filing systems, databases, purchasing, and coordination of the four programs that comprise the work of the division. The Office Manager assists the Division Director and the Federal and State Review Team with administrative tasks, including responsibilities related to providing permits for State Antiquities Landmarks. The office manager further serves as a liaison to the Division Director in cooperation with four program coordinators for the division. Works under limited supervision, with moderate latitude for the use of initiative and independent judgment, at times within a fast-paced highly communicative environment. ESSENTIAL DUTIES:Provide administrative support for the Division of Architecture by determining necessary tasks and follow-up actions and implementing plans that effectively utilize resources and balance priorities. Coordinate closely with the Executive Assistant and other agency Office Managers.Track State Antiquities Landmark (SAL) permits from receipt to completion coordinating closely with the program coordinators and review staff for the Federal and State Review Program and the Courthouse Preservation Program throughout the permitting process. Manage and maintain the associated SAL permit database.Serve as the purchasing liaison for the Division of Architecture, working with purchasing and accounting staff to prepare requests for office supplies and other items the division needs. Reconcile monthly purchasing card statements according to procedures provided by the accounting staff.Serve as the Records and Information Management (RIM) contact for the Division of Architecture. Conduct an annual inventory of the divisions in-house documents and files. Reconcile monthly invoices for records storage in coordination with accounting staff and agency office managers.Serve as the Open Records Request liaison for the Division of Architecture and coordinate with the executive office, legal counsel, division, and agency staff in responding to such requests. Prepare monthly Open Record Request summaries for the Executive Office.Assist the Division of Architectures director and staff with compiling materials for the agencys quarterly meetings, including the Architecture Committee, Antiquities Advisory Board, and Executive Committee meetings. Prepare meeting minutes for the Architecture Committee meetings.Handle mail from the agency mail room on assigned days, log mail, and distribute it to division staff.Coordinate relevant training and seminars for division staff. Review travel reimbursement requests for compliance with state and agency policies and track travel spending.Answer the Division of Architectures main phone line, take messages, and refer callers to the appropriate division or agency contact. Greet and direct building visitors. Coordinate backup phone and reception desk assistance. Compose, prepare and proof various correspondence, including memoranda, permits, and reports. Ensure documents submitted to the director for approval are free of grammatical errors and have all supporting documentation attached. Develop, coordinate, and maintain record-keeping systems for electronic and physical files and records.Serves as Division main contact for building maintenance issues in the Elrose Building.Assist with meetings, including reserving rooms and equipment, scheduling attendees, coordinating set-up, attending meetings, taking notes, and preparing meeting summaries/minutes, as needed.Assist in updatingpolicies and procedures for the division.Assist in training the Division of Architectures staff on division and agency policies and procedures.Perform special projects as assigned.Adhere to an established work schedule with regular attendance. Follow all THC safety guidelines/procedures and ethics requirements. NON-ESSENTIAL DUTIES:Perform other duties as assigned. QUALIFICATIONS/REQUIREMENTS (The application must specifically state how each of the following qualifications are met): Graduation from an accredited four-year college or university with a degree in business, public administration, communications, or a related field (one year of relevant work experience related to the essential duties may substitute for one year of college);Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access) and Adobe Acrobat Pro;Experience developing and maintaining file systems; 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; andRequired to travel up to 5% of the work period. PREFER:Minimum three years of work experience in administrative, project support, or project management work;Work experience preparing and analyzing technical program reports;Knowledge of Texas history and architecture;Work experience with purchasing/procurement; andProven skills in database management. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of general office management, administrative, accounting, and clerical procedures; Effective verbal and written communication, human relations, and organizational skills;Skill in the use of general office machines; Skill in providing excellent customer service to both internal and external customers;Skill in operating a personal computer with word processing, database, and spreadsheet software;Ability to communicate with others using sensitivity, tact, and diplomacy;Ability to implement new systems and procedures to evaluate ef

Similar Jobs

Procurement Senior Buyer

Samsung Electronics Co., Ltd. • Austin, TX • 10h ago

Retail & Hospitality

About Samsung Austin Semiconductor Samsung is a world leader in advanced semiconductor technology, founded on the belief that the pursuit of excellence creates a better world. At SAS, we are Innovating Today to Power the...

10h ago

Go to Apply

Retail Sales Associate-The Parke

Bath & Body Works • Cedar Park, TX • 12h ago

Retail & Hospitality

Career Development | Medical, Dental and Vision Benefits | 40% Discount | Daily or Weekly Pay | Fun Stores At Bath & Body Works, we believe everybody deserves to feel good. When you join us, you're part of more than...

12h ago

Go to Apply

Retail Image Capture Merchandiser - Austin, TX

SRS Merchandising • Austin, TX • 1d ago

Retail & Hospitality

Join Strategic Retail Solutions (SRS) Strategic Retail Solutions is looking for dependable Retail Image Capture Merchandisers to complete a recurring retail project in local Target stores. This is a great opportunity for...

1d ago

Go to Apply

Bartender

Compass Group USA INC • Austin, TX • 1d ago

Retail & Hospitality

Flik Hospitality Grou We are hiring immediately for full time and part time BARTENDER positions. Location: The Holdsworth Food and Beverages - 4907 Ranch Road #2222, Austin, TX 78731. Note: online applications accepted o...

1d ago

Go to Apply

Data Engineer, Whole Foods Market, E-commerce Analytics

Amazon • Austin, TX • 1d ago

Retail & Hospitality

Description We are seeking a Data Engineer to join the Product & E-commerce Analytics team supporting Whole Foods Market's (WFM) digital presence. In this position, you will be responsible for architecting robust dat...

1d ago

Go to Apply

Maintenance & Reliability Supervisor - 2nd Shift

Cargill • Round Rock, TX • 1d ago

Retail & Hospitality

Cargill is a family company committed to providing food and agricultural solutions to nourish the world in a safe, responsible, and sustainable way. We sit at the heart of the supply chain, partnering with producers and...

1d ago

Go to Apply

Service Technician II (Assistant Maintenance)

Westdale Asset Management • Austin, TX • 1d ago

Retail & Hospitality

Rate: $23.00 - $24.00 per hour (Hourly non-exempt position) Monthly renewal bonuses are paid in addition to base pay. We are seeking a Service Technician II for our 212-unit apartment community located in Austin! Our Ser...

1d ago

Go to Apply

Hotel Valet Attendant($12-$14 w/ Cash Tips Daily!) - Aloft Element Downtown Austin

Towne • Austin, TX • 1d ago

Retail & Hospitality

About Towne Towne is an exceptional arrival through departure experience company. With its best-in-class parking and hospitality solutions and its fully integrated technology platform, we deliver seamless parking and mob...

1d ago

Go to Apply

Bilingual Teller Retail Banker

Woodforest National Bank • Manor, TX • 2d ago

Retail & Hospitality

Take the next step toward your new career today! Become a part of the diverse and inclusive team within our nationally recognized award-winning Bank that is one of the strongest in the nation.Woodforest National Bank is...

2d ago

Go to Apply

Manager II, Operations Management - (M2) WKND Shift

Applied Materials • Austin, TX • 2d ago

Retail & Hospitality

Who We Are Applied Materials is the global leader in materials science and engineering solutions that are at the foundation of virtually every new semiconductor chip and advanced display in the world. The equipment that...

2d ago

Go to Apply

Subscribe to get new jobs sent directly to you
(no charge, cancel anytime)