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

divh2THC - Office Manager (Administrative Assistant III) 26-2800-76/h2pOrganization: Texas Historical Commission/ppPrimary Location: Texas-West Columbia/ppWork Locations: Varner-Hogg Plantation SHS/pp1702 N 13th St/ppWest Columbia, TX 77486/ppJob: Office and Administrative Support/ppEmployee Status: Regular/ppSchedule: Full-time/ppStandard Hours Per Week: 40.00/ppTravel: Yes, 5% of the Time/ppState Job Code: 0154/ppSalary Admin Plan: A/ppGrade: 13/ppSalary (Pay Basis): $3,950.00-$4,250.00 (Monthly)/ppNumber of Openings: 1/ppOvertime Status: Non-exempt/ppJob 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 sites 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./ph3Essential Duties/h3ulliServe (with site staff and volunteers) as the face of the visitor center./liliCoordinate the purchase and procurement process for the site utilizing the Centralized Accounting and Payroll/Personnel System (CAPPS)./liliMaintain accounting records of purchases and monitors inventory and stock records of the museum store./liliReconcile the daily receipts, including cash, check, and credit card receipts./liliGenerate reports on expenditures and purchase order accounts, including monthly procurement reports./liliParticipate in volunteer recruitment, training, and scheduling./liliMaintain work areas, office equipment, and supplies of office materials./liliPerform light cleaning of floors, dust exhibits, and store shelves, clean door glass, empties trash, and replenishes restroom supplies and visitor brochures./liliMaintain appropriate administrative records per the records retention policy./liliOversee all aspects of revenue collection and deposit./liliCoordinate expenditures supporting visitor services and retail/museum store operations./liliRespond to internal inquiries and interpret related rules, regulations, policies, and procedures./liliProvide tours to specific audiences and assist with general customer service delivery./liliAssist with the development of retail product lines and cultivating vendors./liliAssist with developing public relations and media/marketing support materials./liliAssist in compiling data for charts, databases, summaries, and other required reports./liliAssist in planning and holding meetings, conferences, workshops, and seminars related to the site and in developing internal administrative or technical assistance policies and procedures./liliAssist in preparing reports and correspondence./liliAssist in preparing annual budget requests and financial planning related to visitor services and retail operations./liliAssist in rentals, including: scheduling, payment processing, planning, marketing, and creating rentals programs and packages./liliAssist site staff in the planning and implementing public programs, including events, exhibits, and workshops./liliAdhere to an established work schedule with regular attendance./liliFollow all THC safety guidelines/procedures and ethics requirements./li/ulh3Non-Essential Duties/h3ulliPerform other duties as assigned./li/ulh3Qualifications/h3pstrongMinimum Qualifications:/strong/pulliGraduation from a senior high school or GED equivalent;/liliMinimum three years work experience in clerical or administrative support work;/liliThe ability to maintain the security or integrity of the critical infrastructure;/liliValid drivers license, acceptable driving record, and ability to drive a state vehicle; and/liliRequired to travel up to 5% of the work period./li/ulpstrongPreferred Qualifications:/strong/pulliWork experience in retail management, bookkeeping, accounts payable/receivable, inventory management, or similarly related experience;/liliWork experience with purchasing/procurement and strong skills with database management./li/ulpstrongKnowledge, Skills, and Abilities:/strong/pulliKnowledge of general office management, administrative, accounting, and clerical procedures;/liliKnowledge of retail sales practices and procedures, including ordering, receiving and inventory control, merchandise display, and records keeping;/liliEffective verbal and written communication, human relations, and organizational skills;/liliSkill in the use of general office machines;/liliSkill in providing customer service excellence to both internal and external customers;/liliSkill in operating a personal computer with word processing, database, and spreadsheet software;/liliAbility to coordinate the work of coworkers and volunteers to create a cohesive visitor experience;/liliAbility to work in a setting requiring self-motivation/cooperative decision-making and to work effectively with diverse groups of people;/liliAbility to work effectively under pressure and meet strict deadlines while maintaining extreme attention to detail;/liliAbility to multi-task in a fast-paced environment;/liliAbility to adapt successfully and quickly to change and deliver quality results in a timely manner;/liliAbility to plan, organize and work independently, as well as within a team environment;/liliAbility to exercise sound judgment and discretion; and/liliAbility to maintain the highest level of confidentiality./li/ulpstrongRegistration, Certification, or Licensure:/strong Must have or obtain a valid Drivers License and Defensive Driving Course to be able to operate state vehicles./ppstrongEnvironment/Physical Conditions:/strong 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./ppstrongMilitary Employment Preference:/strong 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./ppstrongRemarks (Application procedures, Special requirements):/strong 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 employees/p/div