THC - Office Manager/Event Coordinator (Administrative Assistant IV) 26-2900-78

JOB OBJECTIVE: Under the direction of the site manager, this position is responsible for highly complex (senior-level) administrative support, public program, and private and public event coordination, and assists all other staff at Fort Martin Scott State Historic Site of the Texas Historical Commission (THC). Administrative support includes overseeing administrative/business operations, retail, coordinating the purchase and procurement process, filing, and required monthly reporting. Program and event coordination duties require serving as the main point of contact in coordinating facility use and logistics with clients on behalf of the THC. This position is also a frontline customer service position at the historic site and must maintain positive relationships with the community and visitors. When necessary, this position works in coordination with the site’s vendor partner(s). Works under limited 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 site.

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

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

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

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

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

7. Maintain appropriate administrative records per records retention policy.

8. Maintain a schedule for all current events and track and respond to requests for proposed events, elevating requests for private rentals to the concessions/retail vendor partner and keeping THC staff abreast of heritage tourism and group requests. Research and recommend new opportunities for events to maximize exposure to target audiences and achieve site goals and objectives effectively.

9. Assist in providing logistical and operational support for site-hosted events, both public and private, particularly for the site’s community partners’ activities.

10. Serve as the THC’s representative on-site host for private and public events booked outside of site operating hours on a rotating schedule.

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

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

13. 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.

14. Assist in preparing reports and correspondence.

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

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

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

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

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

20. Perform cleaning of floors, dust exhibits, and store shelves, cleans door glass, empties trash, replenishes restroom supplies and visitor brochures, and housekeeping in dorm rooms as needed.

21. Adhere to established work schedule with regular attendance.

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

 

NON-ESSENTIAL DUTIES:

23. Perform other duties as assigned.

MINIMUM QUALIFICATIONS:

· Graduation from a senior high school or GED equivalent;

· Minimum four years’ work experience in clerical or administrative support work;

· Work experience in bookkeeping, accounts payable/receivable, events, or similarly related experience;

· 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:

· Graduation from an accredited four-year college or university with a degree (or one year of work experience related to the essential duties may substitute for one year of college);

· Work experience in planning, coordinating, overseeing, and managing group sales, conferences and/or special events;

· Work experience at a historic site, history museum, and/or with Texas History.

· Work experience in retail and/or hospitality.

· Work experience with purchasing/procurement and strong skills with database management.

· Comfortable engaging with the public both verbally and in writing

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;

· Knowledge of rules and regulations applicable to private event hosting, including laws and policies regarding alcohol served at such events;

· Knowledge of retail sales practices and procedures, including ordering, receiving, inventory control, merchandise display and record keeping;

· Knowledge of accounting and audit accountability;

· Knowledge of maintenance techniques and procedures needed to support private event scheduling and staging; 

· 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 typically works irregular hours other than 8:00 a.m. to 5:00 p.m., with days off other than Saturdays, Sundays, or holidays. This position may involve walking; standing; pulling and pushing; kneeling, stooping, and bending; safely lifting and carrying items weighing up to 30 pounds and climb one steep flight of stairs on a regular basis. 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