A Day in the Life:

The essential functions of this role are as follows: 

• Coordinate the work activities of various administrative services of a state property or region. 
• Organize and coordinate work assignments of intermittent office staff. 
• May oversee limited gate and resale operations including providing training, ordering/maintaining inventory within budgetary parameters, resolving conflicts with guests or staff, and winter operations in the off season.  
• Plan and organize the workflow of the office by arranging work schedules and priorities to maximize efficiency.  
• Initiate changes and/or modify procedures, forms used, and composition of correspondence and records to enhance productivity. 
• Ensure that all accounting, purchasing, and revenue collecting SOPs are followed by property staff which may include preparing claim vouchers and requisitions, monitoring contract compliance, reconciling purchasing expenditures, processing revenue reports, preparing travel requests, working with vendors, preparing deposits, staying up to date on changing procedures, and training staff on these functions  
• May act as the onsite contact for emergency response including notifying property response teams, directing emergency personnel, and coordinating communication between property staff and central office.  
• Explain and apply laws, rules, and regulations by answering questions from the public and making information available to agency staff. 
• Assist in budget preparation by gathering data and writing budget justifications. 
• Compile data, collect material for special projects, and prepare reports and/or sections of reports. 
• Perform a variety of office tasks such as arranging and maintaining a complex filing system, keeping timesheets and payroll records, maintaining personnel records, operating various office machines, and receiving visitors and phone calls. 

The job profile is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice. 

What You'll Need for Success:

Individuals in this role should minimally be able to articulate or demonstrate the following:

• Limited in-state travel to conferences and training is required, including periodic administrative trainings at other properties or in Indianapolis, and a mandatory annual multi-day (overnight) conference each year. 
• Overall knowledge of office organization, supervision, and management. 
• Specialized knowledge of the policies, programs and activities of the office and ability to apply these to pertinent and complex situations. 
• Working knowledge of the budgetary process. 
• Working knowledge of bookkeeping and auditing. 
• Practical knowledge of laws and regulations affecting the division within the agency or institution. 
• Practical knowledge of office supplies and equipment necessary to the operation of the agency, coupled with knowledge of purchase and requisition procedures. 
• Working knowledge of record keeping for maintaining inventory, personnel, and payroll records. 
• Ability to work independently in determining workflow and in solving problems, some of which may not have been previously encountered. 
• Ability to work under pressure and to practice diplomacy, tact, and courtesy. 
• Ability to supervise and instruct others in the efficient management of the agency. 
• Ability to coordinate workflow and to maintain harmonious relationships with subordinate supervisors, department chiefs and other supervisory personnel. 
• General knowledge of English grammar, spelling and punctuation and the ability to use this in the preparation of technical correspondence and reports. 
• Ability to attend to detail and maintain accuracy. 
• Ability to maintain confidentiality.

A degree is not required. However, a High School Diploma or High School Equivalent (HSE), along with at least 1 year of office or customer service experience and the ability to apply the outlined knowledge, skills, and abilities in a similar role, may be considered.

Individuals should have the ability to perform essential functions with or without reasonable accommodation.

Supervisory Responsibilities/Direct Reports: