ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

ARIZONA HISTORICAL SOCIETY 
The Arizona Historical Society (AHS) informs and inspires people of all ages by sharing the stories of the people, places and events that made Arizona what it is today, through its exhibits, programs, publications, and outreach. 
Administrative Assistant I 
Arizona Historical Society 
949 East 2 nd Street 
Tucson, Arizona 85719 
http://www.azhs.gov 

JOB SUMMARY:
This position requires flexibility with work hours; days/nights, weekends and holidays. 
The purpose of this position is to directly fulfill administrative functions that are vital to the everyday performance of the museum and administration as well as assist in other responsibilities that keep the workload of all departments balanced. Duties encompass administrative support, admissions balancing and deposits, front desk scheduling, supply orders, servicing and maintenance of office equipment, support of museum projects and events. Additional support in the museum store as needed. 

JOB DUTIES:

• Administrative Support: Prepares purchase orders, handles all supply orders, secures quotes and bids, prepares accounting paperwork and travel reimbursements, processes incoming and outgoing mail, coordinates travel arrangements to include hotel reservations and transportation, and performs monthly reports for accounting.
• Front Desk, Lobby and Admission Support: Perform daily functions that may include daily balancing of cash, verification, and preparation of deposits for admission, donations, and other income dollars. Prepares related accounting paperwork. Train and schedule front desk volunteers.
• Equipment Maintenance: May schedule service and maintain supplies for copy machines, schedule service and maintain supplies for postage machine, provide reports related to vehicle or office equipment, schedule service and maintain records .
• Museum Support: May assist with museum projects, provides administrative support to other museum departments, assists in facility preparation for events, open and close the museum, and serve as liaison between the museum and AHS Administration.
• Museum Store: May assist with annual inventory, promotion of store products and scheduling of staff and volunteers when needed. Provide back-up support for administrative and operational tasks as need.

KNOWLEDGE, SKILLS AND ABILITIES (KSAs):Knowledge of:

• Fairly complex clerical organizational and office procedures.
• File and document arrangement and retrieval.
• Business English, writing, spelling and mathematics.
• Office procedures, policies and protocols.
• Making travel arrangements.
• Purchasing, quotes and bids.

Skill in:

• Performing varied and complex clerical tasks.
• Word processing, database building and management, creating forms, spreadsheets, reports, etc.
• Dealing with the public – using tact, discretion, resourcefulness and alertness.
• Collecting and organizing data.
• Taking notes and meeting minutes.

Ability to:

• Communicate information clearly and effectively.
• Exercise good judgement in situations with volunteers, staff, public and vendors.
• Recognize problems and determine solutions.
• Display items and objects creatively.
• Schedule and deal with scheduling conflicts.

SELECTIVE PREFERENCE(S):

• Will have some college .
• Will have some procurement or ProcureAZ experience .
• Read and write in Spanish .
• Have experience in an administrative setting .

PRE-EMPLOYMENT REQUIREMENTS:

• Valid Driver’s License; Posses or ability to retain a current, valid state-issued driver’s license appropriate to the assignment. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.12.)

BENEFITS:
The Arizona Department of Administration offers a comprehensive benefits package to include: 

• Sick leave
• Vacation with 10 paid holidays per year
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

RETIREMENT:
Positions in this classification participate in the Arizona State Retirement System (ASRS). 
Please note, enrollment eligibility will become effective after 27 weeks of employment. 

CONTACT US:
If you have any questions, please feel free to contact Melba Davis at [email protected] or 520-617-1161 for assistance. 
Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Melba Davis at [email protected] or (520) 617-1161. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an AA/EOE/ADA Reasonable Accommodation Employer.

APPLY HERE

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