JOB TITLE: Office Manager

INSTITUTION: NYS Parks, Recreation and Historic Preservation 

JOB LOCATION: Staatsburgh SHS 

INSTITUTION WEBSITE: parks.ny.gov

About the Institution: Staatsburgh SHS is a historic house museum, interpreting the Gilded Age residence of Ruth Livingston Mills.  The 79-room mansion retains its original furniture, art and decor, and offers a wide range of tours and programs, year-round. Today part of Mills State Park along the Hudson River, the site also interprets the historic estate grounds which are open every day.

Job Description: Under the direction of the Historic Site Manager (HSM), the incumbent will:

• 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.
• Maintain and report on Asset Cloud property inventory system and enter documentation of warranty and repairs in Asset Cloud records.
• Track and update the site’s staffing budget projections and generate reports each pay period on the allocation
• Assist Historic Site Manager with hiring and termination paperwork and records.
• Coordinate direct mailings to regional libraries and other mailing lists to promote programs; deliver and/or post fliers in public locations as needed.
• Assist HSM with event rental program, including client relations, paperwork and client/vendor permits
• 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.
• 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
• 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.
• Responsible for maintaining a basic knowledge of the site’s history and mission in order to be able to answer questions and represent the site appropriately.
• Other assignments as needed

This Position is: In-Person

Position Type: Full-Time

Salary range: $19.85/hr

Benefits: Health Insurance, Dental Insurance, Vision Insurance, Paid time off, Contribution to Retirement Plan, benefits can be available on a schedule determined by the agency and NYS

How to Apply: http://bit.ly/4cXs54U

Job Closing Date: 3/31/2025