Visitor Experience Administrative Assistant

Virginia Information Technologies Agency • York Haven Anchorage, VA

2d • $40,000 - $43,000

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 and related programs through staff scheduling, payroll and timekeeping administration, procurement, expenditure tracking, records management, and general office and event support.

The position develops and maintains monthly staff schedules for five living history areas, processes wage payroll, reviews timekeeping and leave records, and coordinates purchasing and procurement activities. It monitors expenditures across state and private funding sources, maintains accurate records in accordance with Commonwealth of Virginia retention requirements, supports meetings and special events, and assists with the secure collection and transfer of cash donations. Other related duties may be assigned to support 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, including eVA-generated purchase orders, procurement policies and procedures, and Small Purchase Credit Cards.
• Ability to work with professionals at all levels and with the general public.
• Excellent oral and written communication 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, covering daily operations, special events, training, and other program activities.
• Prepare and process wage payroll; review employee timekeeping and leave records; and maintain payroll documentation according to policies and deadlines.
• Coordinate purchasing and procurement, including preparing purchase requests, processing purchasing card transactions, maintaining documentation, and following state and agency procedures.
• Monitor and track expenditures across state and private funding sources, maintain budget reconciliation records, and assist with 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 collecting, documenting, and securely transferring cash donations in accordance with financial procedures.
• Maintain administrative, scheduling, payroll, and purchasing records in compliance with Commonwealth of Virginia records retention requirements.
• Perform other related duties as assigned to support the Visitor Experience Division.

What This Job Offers

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