Review Vacancy
AgencyParks, Recreation & Historic Preservation, Office of
TitleParks & Recreation Aide 5 - Taconic Region - Office Manager
Occupational CategorySkilled Craft, Apprenticeship, Maintenance
Bargaining UnitOSU - Operational Services Unit (CSEA)
Salary RangeFrom $20.45 to $20.45 Hourly
"Other" Explanation Tuesday - Friday. Hours are based on seasonal operational needs.
Workday
Duties Description Staatsburgh State Historic Site is a Gilded Age house museum, with 3 floors of original collections, set within the historic estate grounds, now known as Mills Memorial State Park, along the east bank of the Hudson River in Staatsburg, NY (Dutchess County). The site is open to the public for house tours and special programs throughout the year on a variable schedule depending on season.
Under the direction of the Historic Site Manager (HSM), the incumbent's duties will include but are not limited to the following:
• Assist with procurement, including purchasing and accounts payable functions, for all site materials and equipment and assist with request for quotes (RFQ) and bid processes, coordinate site requisitions for supplies from stockroom.
• Track and maintain updates to site’s discretionary allocation balances and generate biweekly reports
• Reconcile and store appropriate records on purchases for all staff credit cards and Natural Heritage Trust card account; provide regional business office with all required documentation and reports on a timely basis
• Process and report on weekly revenue, submitting all required paperwork to the Regional Business Office. Make weekly bank deposits and maintain a digital/hardcopy filing of all receipts in accordance with agency policies
• Act as a liaison as needed with Friends group to maintain optimal functioning of retail sales operation. Also act in liaison role for coordination with Friends on the organization’s programs and events and handle periodic invoicing of Friends for site program expenses they have agreed to cover.
• Assist HSM with event rental program, including client relations, paperwork and client/vendor permits; once fully trained, assume coordination of most client relations, vendor communication, deadline tracking, and permit issuance, as well as issuing permits to the Friends organization for events and programs
• Remain fully trained and able to operate the reception desk POS systems (site admissions and retail) and act as substitute receptionist when visitor services staff is on leave or daily meal break: includes operating two registers (NYS and Friends/retail; answering phone; visitor services and coordinating tours as they begin); this position closely collaborates with Visitor Services staff to track revenue, attendance and other metrics for reporting.
• Maintain and report on Asset Cloud property inventory system and enter documentation of warranty and repairs in Asset Cloud records
• Assist Historic Site Manager with hiring and termination paperwork and records
• Maintain site records and paperwork on mandatory staff training
• Communicate and coordinate with park and regional staff as needed to prevent conflicts of outdoor or other programs and permitted activities
• Coordinate direct mailings to regional libraries and other mailing lists to promote programs; deliver and/or post fliers in public locations as needed
• Maintain accuracy of site internal calendar to facilitate staff awareness of all activities and to avoid conflicts within the museum building and on the grounds
• Record and report site attendance, including online reporting to agency and site’s internal reporting
• Assist staff with set-up and clean-up for programs and events; assist staff with enlisting volunteers
• Play active role in daily site close-up procedure
• Attend regularly scheduled operations meetings; report assignments and directives generated at these meetings to site employees who work alternate schedules
• Responsible for maintaining a basic knowledge of the site’s history and mission to be able to answer questions and represent the site appropriately
• Other assignments as needed
Minimum Qualifications There are no minimum qualifications per Civil Service.
Additional Comments Preferred Qualifications:
• Strong organizational skills and demonstrable strength in attention to detail and accuracy
• Basic familiarity with MS Word, Excel and Outlook
• Must possess a valid US Driver’s License or obtain one within the probationary period and maintain it as a term and condition of employment.
• Must have skills in organization, time management, effective communication, supervision and customer service
• Must have good arithmetic, record-keeping and inventory skills
• 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 Suite (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
Operational Needs:
• The duties of this position require you to have and maintain a valid driver’s license that allows you to operate a motor vehicle in New York State. Failure to maintain a valid driver’s license will result in removal from this position.
• Must be able to communicate effectively and in writing, with other staff, park patrons, and outside businesses and agencies
• Flexibility and strong interpersonal skills to communicate effectively with staff, volunteers, patrons and others
• Must be available to work, on occasion and with advance notice, some evenings, weekends, and holidays as needed; includes assisting with public visitation for holiday touring, Friends events, annual car show and other special events
• Maintain confidentiality, and abide by the laws, rules, regulations and agency procedures.
• Must maintain training and have competency with all reception, admission sales and retail POS functions
Operational needs will be discussed at the time of the interview and appointment. Failure to maintain proper licensing will result in removal from this position.
Benefits:
This position has the option to join the NYS Employee’s Retirement System and may be eligible for health insurance, dental and vision coverage as well as the opportunity for paid time off in the form of vacation, sick, personal and holiday leave after time and service requirements has been met.
To learn more about our benefits, visit: https://parks.ny.gov/employment/benefits.aspx
This position may require a background check and/or medical exam prior to appointment.
Some positions may require additional credentials or a background check to verify your identity.
Email Address taconic.employment@parks.ny.gov
Address
Street Taconic Regional Headquarters
9 Old Post Road
Notes on ApplyingIf you feel you meet the region's preferred qualifications and operating needs and are interested in being considered for this vacancy, please submit a resume, an employment application and a cover letter demonstrating your experience in relation to the information listed. You must put "Parks & Recreation Aide 5 - Office Manager" on the subject line of your email.
The employment application (Part 1 – Pre-Interview Form S1000) can be downloaded from the website of NYS Office of Parks, Recreation and Historic Preservation at www.parks.ny.gov/employment. Please forward these three required items by email to taconic.employment@parks.ny.gov.
NYS Office of Parks, Recreation and Historic Preservation is an Equal Opportunity/Affirmative Action Employer committed to ensuring equal opportunity for persons with disabilities and workplace diversity.
New York State (NYS) is an equal opportunity/affirmative action employer. NYS Law prohibits discrimination because of age, race, creed, color, national origin, sexual orientation, military status, sex, disability, predisposing genetic characteristics, marital status, domestic violence victim status, carrier status, gender identity or prior conviction records, or prior arrests, youthful offender adjudications or sealed records unless based on a bona fide occupational qualification or other exception.
Executive Order 31 commits New York State government to becoming a model employer for people with disabilities, increasing the participation of people with disabilities in state service and ensuring equal access to opportunities. OPRHP encourages people with disabilities to apply. If an employee or job applicant believes that they need a reasonable accommodation, they should contact the Equal Opportunity Unit at ReasonableAccommodation@parks.ny.gov or (518) 486-7754.