Visitor Experience Administrative Assistant

DHRM • York, VA

17h

About The Position

The Visitor Experience Administrative Assistant provides administrative and operational support to the Director of Visitor Experience and the Interpretive Services Division at Jamestown Settlement and the American Revolution Museum at Yorktown. The role supports daily museum operations, special events, training, and other programmatic activities through scheduling, payroll, procurement, budget tracking, records management, and general administrative assistance. The position also assists with documenting and securely transferring cash donations and performs other related duties to support the efficient operation of the Visitor Experience Division.

Requirements

• Working knowledge of administrative and office management principles and practices.
• Working knowledge of the Commonwealth of Virginia Cardinal Timekeeping system.
• Demonstrated experience with procurement methods such as eVA-generated purchase orders, procurement policies and procedures, and Small Purchase Credit Cards.
• Ability to work with all levels of professionals and the general public.
• Excellent oral and written skills.
• Demonstrated experience with Microsoft Office programs.

Nice To Haves

• Demonstrated experience developing staff schedules.
• Demonstrated experience in procurement.
• Demonstrated experience using timekeeping systems.

Responsibilities

• Develop, coordinate, and maintain monthly staff schedules for five living history areas, ensuring appropriate coverage for daily museum operations, special events, training, and other programmatic activities.
• Prepare and process wage payroll; review employee timekeeping and leave records; and maintain accurate payroll documentation in accordance with established policies and deadlines.
• Coordinate purchasing and procurement, including preparing purchase requests, processing purchasing card transactions, maintaining supporting documentation, and ensuring compliance with state and agency procedures.
• Monitor and track expenditures across multiple state and private funding sources, maintain budget reconciliation records, and assist with managing wage and operational spending.
• Provide general administrative support, including maintaining office supplies and records, coordinating deliveries and shipments, preparing program materials, and supporting meetings and special events.
• Assist with the collection, documentation, and secure transfer of cash donations in accordance with established financial procedures.
• Maintain accurate administrative, scheduling, payroll, and purchasing records in compliance with Commonwealth of Virginia records retention requirements.
• Perform other related duties as assigned to support the efficient operation of the Visitor Experience Division.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed