Administrative Coordinator 3 WAE

State of Louisiana•New Orleans, LA

1d•Onsite

About The Position

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: The ability to be open and willing to follow guidance or instructions. Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes. 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

Requirements

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

Nice To Haves

Accepting Direction: The ability to be open and willing to follow guidance or instructions.
Demonstrating Accountability: The ability to take ownership of actions, behaviors, performance, decisions, and outcomes.
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

Responsibilities

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.