Office Manager | Rockport, TX

Organization 

Primary Location

Work Location

Job

Employee Status

Schedule

Travel

Salary (Pay Basis)

Number of Openings

Overtime Status

Job Posting

Description

JOB OBJECTIVE: Under the direction of the assistant site manager and site manager, this position performs complex (journey-level) administrative support work for Fulton Mansion State Historic Site of the Texas Historical Commission (THC). Work involves overseeing administrative/business operations, assist with the management of the site’s volunteer program, coordinating the purchase and procurement process, and assist 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) at the visitor center.

2.       Coordinate the purchase and procurement process for the site utilizing the Central Capps system.

3.       Generate reports on expenditures and purchase order accounts, including monthly procurement reports to site manager.

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

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

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

7.       Maintain appropriate administrative records per the records’ retention policy.

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

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

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

11.   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.

12.   Assist in preparing reports and correspondence.

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

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

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

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

17.   Follow all THC safety guidelines/procedures and ethical requirements.

NON-ESSENTIAL DUTIES:

18.   Perform other duties as assigned.

Qualifications

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 similar 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.

Learn More & Apply: 

https://capps.taleo.net/careersection/808/jobdetail.ftl?job=00056026&tz=GMT-06%3A00&tzname=America%2FChicago