THC - Office Manager (Administrative Assistant III

TEXAS HISTORICAL COMMISSION • Slaton, TX • 1h 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=104814andPostingSeq=1Job DescriptionPlease note: This position requires on-site work and is not eligible for telework. JOB OBJECTIVE: Reporting to the Site Director, the Administrative and Program Support Coordinator is responsible for providing complex (journey-level) administrative support and technical assistance for the Slaton Harvey House State Historic Site of the Texas Historical Commission (THC). This role involves overseeing administrative and business operations, coordinating purchase and procurement processes, and supervising the point-of-sale system operations for ticketing, retail sales, inventory control, and visitor demographic data collection. Works under general supervision, with moderate latitude for initiative and the use of independent judgment. ESSENTIAL DUTIES: Serve (with site staff and volunteers) as the face of the bed and breakfast and provide front line visitor services to museum guests, providing outstanding customer service.Coordinate the purchase and procurement process for the site utilizing the Centralized Accounting and Payroll/Personnel System (CAPPS).Coordinate expenditures in support of visitor services and retail/ museum store operations.Train site staff in the procurement process and oversee the handling of requisitions and product/services acquisitions.Maintain accounting records of purchases, monitor inventory and stock records of the museum store.Maintain appropriate administrative records per records retention policy.Maintain work areas, office equipment and supplies of office materials.Oversee all aspects of revenue collection and deposit.Generate reports on expenditures and purchase order accounts, including monthly procurement reports. Provide tours to specific audiences and assist with general customer service delivery.Participate in volunteer recruitment, training, and scheduling.Perform light cleaning of floors, dust exhibits and store shelves, cleans door glass, empties trash, replenishes restroom supplies and visitor brochures. Reconcile the daily receipts including cash, check and credit card receipts.Respond to internal inquiries and interpret related rules, regulations, policies, and procedures.Assist with the development of retail product lines and cultivating vendors.Assist in coordinating financial support from other partners (Friends, etc.) to benefit the sites development and operation.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 guest and visitor services and retail operations.Assist in rentals including scheduling, payment processing, planning, marketing, and creating rentals programs and packages.Assist site staff in the planning and implementation of public programs including events, exhibits and workshops.Adhere to established work schedule with regular attendance. Follow all THC safety guidelines/procedures and ethics requirements. NON-ESSENTIAL DUTIES:26. Perform other duties as assigned. MINIMUM QUALIFICATIONS: Graduation from a senior high school or GED equivalent;Minimum three years work experience in clerical or administrative support work;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:Work experience in retail management, bookkeeping, accounts payable/receivable, inventory management or similarly related experience;Work experience at a historic site, history museum, and/or with Texas History or the hospitality industry; andWork experience with purchasing/procurement and strong skills with database management. KNOWLEDGE, SKILLS AND ABILITIES: Effective verbal and written communication, human relations and organizational skills;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; Skill in the use of general office machines; Skill in providing customer service excellence to both internal and external customers;Skill in operating a personal computer with word processing, database and spreadsheet software;Ability to coordinate the work of coworkers and volunteers to create a cohesive visitor experience;Ability to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse groups of people;Ability to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail;Ability to prioritize and attend to multiple projects and responsibilities simultaneously with strong attention to detail and a high standard of quality;Ability to multi-task in a fast-paced environment; Ability to adapt successfully and quickly to change and deliver quality results in a timely manner;Ability to plan, organize and work independently, as well as within a team environment; Ability to exercise sound judgment and discretion; andAbility to maintain the highest level of confidentiality. REGISTRATION, CERTIFICATION, OR LICENSURE:Must have or obtain a valid Drivers License and Defensive Driving Course to be able to operate state vehicles. ENVIRONMENT/PHYSICAL CONDITIONS: The workpla

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