THC - Office Manager (Administrative Assistant III) 26-0800-82

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 Fort Lancaster and Battlefield State Historic Site of the Texas Historical Commission (THC). This role involves overseeing administrative and business operations, coordinating purchase and procurement processes, visitor services, supervising the point-of-sale system operations for ticketing, retail sales, inventory control, visitor demographic data collection, assisting with interpretive and educational program planning and development, volunteer management, and custodial duties to maintain overall professional appearance for visitors. 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 a 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 custodial type work to include; 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, rentals, 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, ethics requirements, work attire, and name badge.

*NON-ESSENTIAL DUTIES:*

26. Perform other duties as assigned.