Historic Site Assistant - Staatsburgh State Historic Site

DUTIES AND RESPONSIBILITIES:  

Under the direction of the Historic Site Manager, the employee will:

• Assist with procurement, including purchasing and accounts payable functions, for all site materials and equipment, assist with request for quotes (RFQ) and bid processes, and coordinate site requisitions for supplies from stockroom.
• Track and maintain site’s discretionary allocation balances and generate reports. 
• Reconcile and store appropriate records on purchases for all staff credit cards and the Natural Heritage Trust card account; report to regional business office with all required documentation and reports on a timely basis.
• Process weekly revenue, make bank deposits, maintain all receipts and submit all required paperwork to the Regional Business Office in compliance with agency policies.
• Act as a liaison with Friends group to maintain optimal functioning of retail sales operation as needed.
• Maintain data and generate reports on Asset Cloud property inventory system and enter documentation of warranty and repairs in Asset Cloud records.
• Track site’s staffing budget projections and generate reports each pay period on the allocations.
• Assist Historic Site Manager with hiring and termination paperwork and records.
• Coordinate and/or deliver mailings to regional libraries and other public locations to promote programs.
• Assist Historic Site Manager with event rental program, including client relations, paperwork and client/vendor permits
• Maintain site’s internal calendar to promote staff awareness of all activities and to avoid scheduling conflicts within the museum building and on the grounds.
• Record and report site attendance, including online reporting to agency and site’s internal reporting.
• Support other staff members with operating two registers (NYS and Friends/retail; answering phone; visitor services and coordinating tours as they begin)
• Assist staff with set-up and clean-up for programs and events; assist staff with enlisting volunteers.
• Attend regularly scheduled operations meetings; report assignments and directives generated at these meetings to site employees who work alternate schedules.
• Be responsible for basic knowledge of the site’s history and mission in order to be able to answer questions and represent the site appropriately.

MINIMUM QUALIFICATIONS:

No Minimum Qualifications per Civil Service

OPERATIONAL NEEDS:   

• Must possess and maintain a valid driver’s license that allows the candidate to operate a vehicle in New York State as a term and condition of employment.
• Must be available to work nights, weekends, and holidays (with advanced notice) as needed; including events, such as holiday touring, Friends events, and the annual car show among others.
• Must have the ability to perform light to medium physical labor tasks.
• Must be able to communicate effectively with other staff, park patrons, and outside businesses and agencies. 
• Must have good arithmetic, record-keeping and inventory skills.
• Must be able to maintain confidentiality, and abide by the laws, rules, regulations and agency procedures. 
• Must maintain training and have competency with all reception, admission sales. 
• Experience in the use of computers and knowledge of the Statewide Financial System (SFS), Budget Expenditure Tracking system (BETs) and e-settlements as well as online purchasing programs is preferred but not required.
• Competency in Microsoft Office (Excel, Word, Outlook, Publisher), Google apps (Forms, Gmail, Docs, etc), and social media and web-based services (Bookeo, Eventbrite and MailChimp) is preferred but not required.
• Two years of experience in administrative duties relevant to the operation of a park, historic site or recreational facility; OR two years of experience in an administrative role at a museum, historic society, or other cultural organization. Associates’ or Bachelor’s degree is preferred but not required. 

BENEFITS:

Generous benefits package, worth approximately 65% of salary, including:

• Paid Time Off:
  • PEF and CSEA: 44 days - 13 Vacation days, 13 Sick days, and 5 Personal Leave days, 13 Holidays. 
  • M/C: 39 days - 13 Vacation days, 8 Sick days, and 5 Personal Leave days, 13 Holidays.
  • Three (3) days of professional leave annually to participate in professional development.
• Health Care Benefits:
  • Eligible employees and dependents can pick from a variety of affordable health insurance programs.
  • Family dental and vision benefits at no additional cost
• Additional Benefits:
  • New York State Employees’ Retirement System (ERS) Membership
  • NYS Deferred Compensation
  • Access to NY 529 and NY ABLE College Savings Programs, as well as U.S. Savings Bonds
  • Public Service Loan Forgiveness (PSLF)
  • Paid Parental / Family Leave

Learn more about our benefits for permanent state employees, visit: https://parks.ny.gov/employment/benefits.aspx

APPLICATION  PROCESS FOR NY STATE:

All qualified persons are invited and encouraged to apply.

It is the responsibility of applicants to accurately describe their experience and demonstrate that they meet the minimum qualifications and agency operating needs. 

If are interested in being considered for this position, you can obtain an Employment Application from your local park office, your region’s administrative headquarters, or download an application from the NYS Office of Parks, Recreation and Historic Preservation website at https://parks.ny.gov/documents/employment/FillableUpdatedParksEmployeeApplicationS1000Part1Taconic.pdf 

Please forward your application and resume, if available, to taconic.employment@parks.ny.gov with the subject line “PRA 5 Staatsburgh SHS.” Any questions concerning the position, please contact Pam Malcolm at (845) 889-8851.