THC - Office Manager (Administrative Assistant III) 26-2800-76

JOB OBJECTIVE: Under the direction of the assistant site manager and site manager, this position performs complex (journey-level) administrative support work for First Capitol of Texas State Historic Site of the Texas Historical Commission (THC). Work involves overseeing administrative/business operations, management of the site’s volunteer program, coordinating the purchase and procurement process, and overseeing the point-of-sale system operations for ticketing, retail sales, inventory control, and collection of demographic information about site visitors and preparing the site for visitation. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

ESSENTIAL DUTIES:

1.       Serve (with site staff and volunteers) as the face of the visitor center.

2.       Coordinate the purchase and procurement process for the site utilizing the Centralized Accounting and Payroll/Personnel System (CAPPS).

3.       Maintain accounting records of purchases and monitors inventory and stock records of the museum store.

4.       Reconcile the daily receipts, including cash, check, and credit card receipts.

5.       Generate reports on expenditures and purchase order accounts, including monthly procurement reports.

6.       Participate in volunteer recruitment, training, and scheduling.

7.       Maintain work areas, office equipment, and supplies of office materials.

8.       Perform light cleaning of floors, dust exhibits, and store shelves, clean door glass, empties trash, and replenishes restroom supplies and visitor brochures.

9.       Maintain appropriate administrative records per the records retention policy.

10.   Oversee all aspects of revenue collection and deposit.

11.   Coordinate expenditures supporting visitor services and retail/ museum store operations.

12.   Respond to internal inquiries and interpret related rules, regulations, policies, and procedures.

13.   Provide tours to specific audiences and assist with general customer service delivery.

14.   Assist with the development of retail product lines and cultivating vendors.

15.   Assist with developing public relations and media/marketing support materials.

16.   Assist in compiling data for charts, databases, summaries, and other required reports.

17.   Assist in planning and holding meetings, conferences, workshops, and seminars related to the site and in developing internal administrative or technical assistance policies and procedures.

18.   Assist in preparing reports and correspondence.

19.   Assist in preparing annual budget requests and financial planning related to visitor services and retail operations.

20.   Assist in rentals, including: scheduling, payment processing, planning, marketing, and creating rentals programs and packages.

21.   Assist site staff in the planning and implementing public programs, including events, exhibits, and workshops.

22.   Adhere to an established work schedule with regular attendance.

23.   Follow all THC safety guidelines/procedures and ethics requirements.

 

NON-ESSENTIAL DUTIES:

24.   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 driver’s 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 with purchasing/procurement and strong skills with database management.

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;

·         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;

·         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 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; and

·         Ability to maintain the highest level of confidentiality.

REGISTRATION, CERTIFICATION, OR LICENSURE:
Must have or obtain a valid Driver’s License and Defensive Driving Course to be able to operate state vehicles.

ENVIRONMENT/PHYSICAL CONDITIONS: The workplace setting is a historic site, in an office and in outdoor settings where there is exposure to high temperatures, weather, dust, insects, and pollution. This employee is required to work 40 hours per week, including flexible scheduled hours other than 8:00 a.m. to 5:00 p.m., with days off other than Saturdays, Sundays, and holidays.  This position may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; safely lifting and carrying items weighing up to 30 pounds. Work includes walking on uneven pathways and unpaved surfaces.

MILITARY EMPLOYMENT PREFERENCE: All CAPPS Recruit job postings extend priority of service to veterans, a surviving spouse, orphan of a veteran who was killed while on active duty, spouse of a member of the US Armed Forces/Texas National Guard serving on active duty, or spouse of a veteran with a disability if the spouse is the primary income for the household. 

To receive Military Employment preference, a copy of the DD 214, NA Form 13038, VA Summary Benefits Letter, or a DD Form 1300 with an applicable marriage license or birth certificate must be provided before an interview can be extended.

REMARKS (Application procedures, Special requirements): The State of Texas application must be submitted through the CAPPS website. Only applicants interviewed will be notified of their selection or non-selection. Resumes will NOT be accepted in place of a completed application.

The Texas Historical Commission is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex (gender, sexual orientation, and pregnancy), national origin, disability, age, military status, genetic information, or protected activity in recruitment, selection, appointment, training, promotion, retention, or any other personnel action or deny any benefits or participation in programs or activities which it sponsors. 

Section 651.005 of the Government Code requires males, ages 18 through 25, to provide proof of their Selective Service registration or of their exemption from the requirement as a condition of state employment.

As part of the employment process, THC will conduct a driving and criminal background check.  Unsatisfactory information relevant to the position may disqualify the applicant from employment.

Disability access for testing and interview accommodations can be provided upon reasonable notice by contacting Human Resources at 512-305-6729.

THC participates in E-Verify and will provide the Social Security Administration and, if necessary, the Department of Homeland Security with information from each new employee's Form I-9 to confirm work authorization. Applicants must be eligible to work in the United States without requiring sponsorship. 

 

Additional Military Crosswalk information can be accessed at:

https://hr.sao.texas.gov/Compensation/MilitaryCrosswalk/MOSC_AdministrativeSupport.pdf

Veterans: Go to www.texasskillstowork.com for assistance with translating your military work experience and training courses into civilian job terms, qualifications/requirements, and skill sets.

For New Hires/Rehires: Health insurance is available on the 1st of the following month after a 60-day waiting period.

AN EQUAL OPPORTUNITY

AFFIRMATIVE ACTION EMPLOYER