THC - Office and Rental Manager (Administrative Assi

Please paste the following URL into a browser to view the entire job posting on the CAPPS Careers page.https://erphcmprd.cpa.texas.gov/psp/candidateportal/EMPLOYEE/HRMS/c/HRS\_HRAM\_FL.HRS\_CG\_SEARCH\_FL.GBL?Page=HRS\_APP\_JBPST\_FLandAction=UandFOCUS=ApplicantandSiteId=1andJobOpeningId=107317andPostingSeq=1Job DescriptionPlease note: This position requires on-site work and is not eligible for telework. JOB OBJECTIVE: Reporting to the Site Director, the Office and Rental Manager is responsible for providing complex (journey-level) administrative support and technical assistance for the Magoffin Home and Old Socorro Mission State Historic Sites of the Texas Historical Commission (THC). This role involves overseeing administrative and business operations, coordinating purchase and procurement processes, managing site rentals, providing visitor services, using the point-of-sale system operations for ticketing and sales, assisting with interpretive and educational program planning and development, volunteer management, janitorial, and support duties to maintain overall professional appearance for visitors. Works under general supervision, with moderate latitude for initiative and the use of independent judgment. ESSENTIAL DUTIES: Coordinate the purchase and procurement process for the sites utilizing the Centralized Accounting and Payroll/Personnel System (CAPPS) and other approved methods.Coordinate expenditures in support of site operations.Coordinate the sites rental programs and packages, including meeting with prospective clients, scheduling events, coordinating with vendors, planning, marketing, and providing logistical and operational support for rentals.Serve as the THCs representative on-site host for private and public events booked outside of site operating hours.Respond to internal inquiries and interpret related rules, regulations, policies, and procedures.Train site staff in the procurement process and oversee the handling of requisitions and product/services acquisitions.Maintain accounting records of purchases, monitor inventories, and stock records of site supplies.Maintain appropriate administrative records per records retention policy.Submit travel vouchers for staff and coordinate reimbursements.Maintain and organize work areas, office equipment and supplies of office materials.Maintain office records and provide support for the Casa Magoffin Companeros including creating reports and attending meetings as required.Generate reports on expenditures and purchase order accounts, including monthly procurement reports. Provide tours or programs to specific audiences and assist with general customer service delivery as backup to program assistants or front desk operations.Participate in volunteer recruitment, training, and scheduling.Perform custodial type work to include; light cleaning of floors, dust exhibits and store shelves, cleans door glass, empties trash, collects litter, replenishes restroom supplies and visitor brochures. Reconcile expenses. Assist in coordinating financial support from other partners (Friends, etc.) to benefit the sites development and operation.Assist with developing public relations and media/marketing support materials.Assist in compiling data for charts, databases, summaries, and other required reports.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.Assist in preparing reports and correspondence.Assist in preparing annual budget requests and in financial planning for the sites.Assist site staff in the planning and implementation of public programs including events, exhibits and workshops.Adhere to established work schedule with regular attendance. Follow all THC safety guidelines/procedures, ethics requirements, work attire, and name badge. NON-ESSENTIAL DUTIES:26. Perform other duties as assigned. 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 drivers license, acceptable driving record and ability to drive a state vehicle; and Required to travel up to 5% of the work period. Bilingual; speaks Spanish and English. PREFERRED QUALIFICATIONS:Work experience in office management, bookkeeping, accounts payable/receivable, inventory management, rental coordination, or similarly related experience;Work experience at a historic site, cultural institution or museum, and/or with Texas History; Work experience at a state of Texas agency; andWork 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