ADMINISTRATIVE ASSISTANT 3

Arizona State Government; Flagstaff (AZ); On-site; USD 20,000 - 29,000; Full time

Benefits offered by this job

Sick leave

Vacation with 10 paid holidays

Paid Parental Leave

Health and dental insurance

Retirement plan

Life insurance and long-term disabled

Short-term disability

Deferred compensation

Supplemental life insurance

Job summary

The Arizona Historical Society is seeking TWO dedicated Administrative Assistant 3 positions at Pioneer Museum, Flagstaff, AZ. Under general supervision, you will handle front desk admission sales, gift shop operations, training volunteers, and assist with events and inventory.

Responsibilities include recording meeting minutes, scheduling vendors, coordinating facility use, and providing general administrative support while maintaining office procedures and customer service standards.

Qualifications

• Knowledge of general office procedures and customer service.
• Experience with retail sales, ticketing, and POS systems.
• Ability to operate various office equipment.
• Strong oral and written communication; teamwork.

Responsibilities

• Front Desk and Gift shop sales: cashier duties; collect fees for admission, memberships, and store purchases; respond to visitor questions.
• Record and complete reports concerning revenue, attendance, time sheets, deposits, mailings, meeting minutes, and facility rental tracking.
• Host and coordinate special events; research needs, develop checklists, coordinate logistics, and support tours and rentals.
• Clean interiors and exteriors of the museum, including restrooms, gift shop, exhibit spaces, and front porch.

Skills

General office procedures

Customer service

Retail sales & POS

Office equipment

Education

Associates Degree in history or museum studies

Two years relevant experience

Tools

Google Workspace

Microsoft Office

Job description

ARIZONA HISTORICAL SOCIETY

The Arizona Historical Society is a nonprofit organization and state agency established in 1864. AHS connects people through the power of Arizona’s history. AHS collects, preserves, and tells the story of Arizona’s past through museum exhibitions, libraries and archives, historic sites, educational programs, and the Journal of Arizona History. AHS seeks to be the driving force strengthening Arizona’s communities by promoting history through leadership, partnership, and scholarship.

ADMINISTRATIVE ASSISTANT 3

Job Location: Pioneer Museum, 2340 North Fort Valley Road, Flagstaff, Arizona 86001

Salary: 18.00 per Hour

Grade: 17

Closing Date: Open until Business Needs are Met

Job Summary

The Arizona Historical Society is seeking TWO (2) dedicated ADMINISTRATIVE ASSISTANT 3 POSITIONS. Under general supervision, this position is responsible for front desk admission sales, gift shop sales and training volunteers. This Administrative Assistant 3 will assist with special events, store and room inventories, outreach and membership programs, recording meeting minutes and administrative assistance as needed; assist with facility cleaning of the various buildings, offices, restrooms, artifacts and some grounds work; and assist with ordering a variety of supplies and services, and scheduling vendors for repair and maintenance.

Job Duties

• Front Desk and Gift shop sales: Performs cashier duties at the front desk and museum store; collects and accounts for fees for museum admission, memberships, and store purchases; provides information in response to visitor questions, direction, guidance, and concerns by phone and in-person; and responds to public inquiries about museum hours and accommodations.
• Performs a variety of administrative tasks; reports cash handling; records and completes all necessary reports concerning revenue, attendance, time sheets, deposits, mailings, meeting minutes, and facility rental contract tracking.
• Special Events: Hosts visitors; researches any specific needs for event; develops checklists to ensure all components are prepared for events; coordinates logistics for events; and supports facility rental use and provide specialized tours.
• Cleaning within and outside of the museum, which includes kitchen, bathrooms, gift shop, exhibit spaces and front porch.

Knowledge, Skills & Abilities (KSAs)

Knowledge of:

• General office procedures, customer service, retail sales to include ticketing and POS systems;
• Variety of office equipment.

Skill in:

• Oral and written communication;
• Google Workspace and Microsoft products;
• Team building and working with others.

Ability to:

• Demonstrate interpersonal relationships;
• Plan, analyze, coordinate activities and establish priorities;
• Research, learn, and adhere to state rules and regulations.

Selective Preference(s)

• Associates Degree in history or museum studies.
• Two years of work experience in customer service, retail sales, volunteer management, library, education, or museum work.
• Any combination of training and experience that meet knowledge, skills, and abilities may be substituted.

Pre-Employment Requirements

• Ability to obtain a State of Arizona driver's license.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver’s License Requirements.

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits

The State of Arizona offers a comprehensive benefits package to include:

• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program)
• 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

Learn more about the Paid Parental Leave program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page.

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 Rose Ibe at [e-mail].