Administrative Assistant II

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Position Title:  Administrative Assistant II                       

Job Posting Number:  14-1900-15  

Salary: $1,900 - $2,133 Monthly         

Salary Group/Class #:  A11 / 0152

Opening Date: 5/01/2014 

Closing Date:  Until Filled

Work Location Address:  Sam Rayburn House Museum, 890 W. State Hwy. 56, Bonham, Texas  75418

Historic Site Contact:  Carole Stanton, Site Manager

Duration:  Regular,  Full-time          Hours/Week:   40

Typing:  40  W.P.M.     (No more than 5  errors)       

Texas Driver’s License:   Yes       

Travel Required:   No 

JOB DESCRIPTION:

Under the direction of the site manager, the Administrative Assistant is responsible for, but not limited to, assisting with daily operations of the historic site to include revenue collections and transactions for admission and museum shop purchases; site banking and post office needs; budgeting; maintaining administrative files; creating correspondence; working with other agency staff; data entry; facilitating site purchasing and completing daily, weekly, monthly and other reports for site, division and agency supervisors. This position also requires a knowledge of social media use and customer service duties such as answering telephones, providing information and assistance to visitors and the general public, scheduling tours and programs, planning and participating in special events, recruiting and organizing volunteers, giving guided tours and participating in safety and emergency training. Other requirements include being in the proximity of farm animals, occasional gardening and specialized museum cleaning.  The position requires working closely with site staff in a team environment and sharing responsibility for site safety and for a positive visitor experience. The position also requires working closely with other historic sites and staff of the Historic Sites Division and other divisions within the Texas Historical Commission. The position supports and complies with the agency’s mission policy and procedures in all activities as well as agency, division, and site regulations and procedures; performs additional duties as assigned to maintain an effective teamwork environment.

EXAMPLES OF WORK PERFORMED:

Assisting with daily operations of the historic site to include revenue collections and transactions for admissions and museum shop purchases, site banking and post office;

Maintaining administrative files, data entry, facilitating site purchasing and completing reports for site manager, division and agency supervisors;

Updating the social media webpage;

Answering telephones, providing information and assistance to visitors;

Scheduling group tours and programs, planning and participating in special events, recruiting and organizing volunteers, opening and closing the site, maintaining a safe and clean environment, giving guided tours and participating in safety and emergency training;

Being in the proximity of farm animals, occasional gardening and specialized cleaning in the museum;

Working closely with site staff in a team environment and sharing responsibility for site safety and for a positive visitor experience; and

Performs additional duties as assigned to maintain an effective teamwork environment.

GENERAL QUALIFICATIONS:

Graduation from a standard senior high school or equivalent.  Graduation from a two-year college or four-year university in business, accounting or related field is preferred.  Two years administrative support experience required.  Experience in areas such as accounting practices, preparing correspondence, providing reports, customer service, public relations, collection and control of revenue, training or supervising employees and/or volunteers.  Excellent organizational skills.

WORKING CONDITIONS:

Required to work 40 hours per week.  Schedule will include working Saturdays, Sundays, and some Holidays and some hours other than 8:00 a.m. to 5:00 p.m.  Workplace setting is at a historic site, where exposure to all types of weather, dust, insects and walking on uneven and unpaved surfaces is common.  Non-smoking environment on all state property, including state vehicles.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Knowledge of general office management, administrative, accounting and clerical procedures;
  • Knowledge of retail sales and practices and procedures, including ordering, receiving, inventory control, merchandise display and record keeping and purchasing
  • Skill in organizing tasks with strict deadlines;
  • Skill in effective verbal and written communication;
  • Skill in using general office equipment such as computers, copiers, fax and scanners;
  • Skill in using Microsoft Word, Publisher, PowerPoint, Excel, Explorer, and Outlook;
  • Ability to coordinate the work of co-workers and volunteers; 
  • Skill in dealing with a high volume of people in a professional, courteous manner, and the ability to work in a manner to provide positive customer service;
  • Ability to handle multiple tasks effectively, and the ability to maintain strict confidentiality;
  • Ability to collect fees, handle cash and credit card transactions accurately and account for revenues collected and to use the Point of Sale revenue management software;
  • Ability to work in an environment with distractions and frequent changes in priorities, to use sound judgment and perform assigned duties without continual supervision, to work independently and as a team member; 
  • Ability to open and close the site without supervision, to follow established security, safety and standard operating procedures for staff and visitors, including emergency situations;
  • Ability to tolerate inclement weather and extremes of heat and cold while giving tours, to climb stairs frequently each day and speak to groups of children and of adults;
  • Ability to work in an environment that includes farm animals;
  • Ability to work a Wednesday - Sunday schedule.

REGISTRATION, CERTIFICATION OR LICENSURE:

Must possess or be able to obtain, within 30 days of employment, a class “C” Texas driver’s license.   

REMARKS (Application procedures, Special requirements):   Application must be submitted through the Work In Texas website at "Here". You must have a WorkInTexas profile in order to login and complete the application.

Only applicants interviewed will be notified of their selection or non-selection.  Resumes will not be accepted in place of a completed state application.

Disability access for testing and interview accommodations can be provided upon reasonable notice by contacting Human Resources at 512-463-5849.

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, the Texas Historical Commission will conduct a driving and criminal background check.  Unsatisfactory information relevant to the position may disqualify the applicant from employment.  Documents will need to be provided within three (3) days from date of hire that establish identity and employment eligibility.

For New Hires/Rehires:  Effective June 1, 2014, there is a 60-day waiting period for health coverage and ERS retirement contribution.

AN EQUAL OPPORTUNITY                                                                                           

AFFIRMATIVE ACTION EMPLOYER