Administrative Coordinator 3 WAE

Culture Rec & Tourism-State Museum; New Orleans (LA); On-site; USD 21,000 - 30,000; Part time

Job summary

The Louisiana State Museum in New Orleans is seeking a part-time Administrative Support Specialist for the State Museum office. You will be the primary contact for the administrative office, managing the main phone line and handling mail.

Responsibilities include posting Irby Trust AP invoices, issuing cash disbursements, reconciling ledgers, and preparing monthly reconciliations. Two years of administrative experience are required; experience substitution via college hours is allowed.

Qualifications

• Two years of experience in administrative services.
• Experience substitution: 15 semester hours equals six months of experience.

Responsibilities

• Manage the museum's phone lines and process incoming calls.
• Field questions about hours, parking, exhibits, tickets, etc.
• Welcome visitors, vendors and contractors and assist them with directions or staff contact.
• Process incoming and outgoing mail.
• Post Irby Trust accounts payable in accounting software.
• Issue cash disbursements and mail vendor payments.
• Reconcile Accounts Payable ledgers with the General Ledger.
• Prepare Irby Trust monthly bank reconciliations.
• Support the Executive Assistant with board and committee work.
• Prepare correspondence and arrange New Orleans staff meetings.
• Serve as a relief Ticket Information Coordinator.
• Provide support for museum functions and special events.

Skills

Administrative experience

Phone line management

Accounts payable

Cash disbursements

Education

Associate degree or college hours in business

Tools

Accounting software

Job description

This is a part-time position located at the State Museum in New Orleans, LA.

This position is essential to maintain the efficiency and professionalism of the administrative office of the Presbytere. This position serves as the primary point of contact for the administrative office, managing the museum's main phone line. This position will also perform key financial and administrative support tasks such as posting accounts payable invoices, issuing cash disbursements, mailing vendor checks, maintaining invoices and expense records, reconciling ledgers and completing bank reconciliations, etc.

The Louisiana State Museum’s collections and educational programs stimulate awareness and appreciation of our state’s rich and diverse history and culture.

An ideal candidate should possess the following competencies:

• Accepting Direction: Theabilitytobeopenandwillingtofollowguidanceorinstructions.
• Demonstrating Accountability: Theabilitytotakeownershipofactions,behaviors,performance,decisions,andoutcomes.
• Following Policies and Procedures: The ability to follow, reinforce, adapt, or develop policies and procedures to maintain compliance with federal and state legal requirements, State Civil Service rules, and organizational policies

Two years of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 15 semester hours earned from an accredited college or university will be credited as six months of experience.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties

• Manage the museum’s phone lines and process incoming calls.
• Field questions about the museum hours, parking, exhibits, tickets, etc.
• Welcome visitors, vendors, and contractors to the LSM and assist them with direction or connecting with staff.
• Process incoming and outgoing mail.
• Post Irby Trust accounts payable in accounting software.
• Issue cash disbursements in accounting software and mail vendor payments.
• Research outstanding payables inquiries.
• Maintain invoice and expense records.
• Reconcile Accounts Payable ledgers with the General Ledger.
• Prepare Irby Trust monthly bank reconciliations.
• Support the Executive Assistant with board and committee work.
• Prepare correspondence and arrange New Orleans staff meetings.
• Serve as a relief Ticket Information Coordinator.
• Provide support for museum functions and special events.

Position-Specific Details

• Location: This position is based in New Orleans, LA.
• Appointment Type: This position will be filled as a part-time Classified WAE, limited to 1,245 working hours in a 12-month period. **Starting Hourly Pay varies, depending on experience.**
• Work Schedule: This is a part-time position that reports in-office. This position may be required to work evenings, weekends, and/or holidays.
• Compensation: Compensation offered will be dependent on level of experience and/or certification, so please be sure to include all education and work experience for consideration.

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes. Louisiana as a State, is a Model Employer for People with Disabilities.

Pacee Wallace

Department of Culture, Recreation, & Tourism

1051 N. 3rdStreet

Baton Rouge, LA 70802

Phone: [phone]

[e-mail]