THC - Office Manager

Job Description

Please note that this is a temporary position, not to exceed three years.

JOB OBJECTIVE: Reporting to the Assistant Site Director and Site Director, the Administrative and Program Support Coordinator is responsible for providing complex (journey-level) administrative support and technical assistance for the Starr Family Home 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:

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. Coordinate expenditures in support of visitor services and retail/ museum store operations.

4. Train site staff in the procurement process and oversee the handling of requisitions and product/services acquisitions.

5. Maintain accounting records of purchases, monitor inventory and stock records of the museum store.

6. Maintain appropriate administrative records per records retention policy.

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

8. Oversee all aspects of revenue collection and deposit.

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

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

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

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

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

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

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

16. Assist in coordinating financial support from other partners (Friends, etc.) to benefit the site's development and operation.

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

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

19. 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.

20. Assist in preparing reports and correspondence.

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

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

23. Assist site staff in the planning and implementation of public programs including events, exhibits and workshops.

24. Adhere to established work schedule with regular attendance.

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

NON-ESSENTIAL DUTIES:

26. Perform other duties as assigned.

Qualifications:

QUALIFICATIONS/REQUIREMENTS:

• Graduation from a senior high school or GED equivalent;

• Minimum two years' work experience in administrative support work or in a technical program area;

• Work experience in retail management, bookkeeping, accounts payable/receivable, inventory management or similarly related experience;

• 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.

PREFER:

• Work experience at a historic site, history museum, and/or with Texas History; and

• Work 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; 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 typically works irregular hours other than 8:00 a.m. to 5:00 p.m. with days off other than Saturdays, Sundays or holidays. Required to respond to emergency situations. This position may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; performing tasks requiring fine motor skills and coordination; and safely lifting and carrying items weighing up to 30 pounds and climbing two steep flights of stairs on a regular basis. Must be able to work extended periods at a computer. Occasional travel with an overnight stay.

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): 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 their exemption from the requirement as a condition of state employment.

THC will conduct a driving and criminal background check as part of the employment process. 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 .

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.

Additional Military Crosswalk information can be accessed at:



Veterans: Go to 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