TEXAS HISTORICAL COMMISSION HSD Administrative Assistant in AUSTIN, Texas
PLEASE VISIT OUR WEBSITE FOR IMPORTANT INFORMATION REGARDING "QUALIFICATIONS" AT WWW.THC.STATE.TX.US. JOB OBJECTIVE: Perform routine administrative support work for the Historic Sites Division (HSD) of the Texas Historical Commission (THC). Work involves internal administrative support work which contributes to the efficient and effective coordination of the division. Work under moderate supervision with considerable latitude for the use of initiative and independent judgment. ESSENTIAL DUTIES: 1. Perform routine administrative support for HSD staff effectively utilizing resources and balancing priorities. 2. Process all incoming and outgoing mail. 3. Assist with scheduling travel arrangements, training and seminars; prepare and track travel reimbursements. 4. Inventory, prepare and order office supplies for HSD and the Curatorial Facility; receive and process requests for agency rack card and publications, coordinating with sites and other agency staff as necessary. 5. Answer the main HSD phone line, greet guests, take messages and refer callers as appropriate. 6. Assist with monthly report processing, vehicle maintenance (for HSD s assigned vehicles) and reporting. 7. Compose, prepare and proof a variety of correspondence to include open records requests, memoranda and reports ensuring all documents are free of grammatical errors and have all supporting documentation attached. 8. Maintain all service contracts for CFAR (HVAC, security, fire, etc.). 9. Performs day to day routine purchasing for CFAR. 10. Maintain file system for all CFAR purchasing. (physical and electronic copies) 11. Confirm quarterly record keeping for collections registration. (physical and electronic copies) 12. Ensure maintenance of a calendar of events for meetings. 13. Assist with maintaining record keeping systems for physical and electronic files and records. 14. Assist with meetings, to include reserving rooms and equipment, scheduling attendees, set up, attending meetings and taking notes and preparing meeting summaries/minutes. 15. Assist staff with compiling materials for agency quarterly meetings. 16. Assist the Records and Information Management (RIM) liaison for HSD. 17. Work with financial analyst and retail manager, as needed. 18. Participate in agency wide projects as a representative from HSD. 19. Perform special projects as assigned. 20. Adhere to established work schedule with regular attendance. 21. Follow all THC safety guidelines/procedures and ethics requirements. NON-ESSENTIAL DUTIES: 22. Perform other duties as assigned. QUALIFICATIONS/REQUIREMENTS (The application must specifically state how each of the following qualifications are met): Graduation from a senior high school or GED equivalent; Minimum three years work experience in administrative or project support work; Work experience preparing and analyzing technical program reports; Experience developing and maintaining file systems; 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. PREFER: Work experience with purchasing/procurement and strong skills with database management. Proficiency in Microsoft Access and PowerPoint.