Job Description

Position Summary:

The Administration/Collections Assistant provides essential support to the museum’s daily operations, collections management, and visitor engagement under the general supervision of the Executive Director. This multifaceted role combines customer service, educational outreach, and administrative responsibilities, requiring a passion for local history and a commitment to the museum’s mission of preserving and sharing Crook County’s heritage.

Key Responsibilities:

Visitor Services and Customer Engagement

• Welcome and assist visitors, ensuring a positive and engaging museum experience.
• Answer phone inquiries and provide information about museum programs, exhibits, and resources.
• Assist in leading educational tours for adults and students, sharing knowledge about Crook County history, artifacts, and antiquities.
• Serve as a knowledgeable resource, fielding questions and offering in-depth historical information to visitors, researchers, and genealogists.

Bookstore Operations

• Maintain and organize bookstore inventory, ensuring items are accurately stocked and displayed.
• Manage purchasing, invoicing, and order tracking to ensure timely and accurate payment processing.
• Operate the cash register, process customer payments, and reconcile sales transactions weekly.

Membership Management

• Process and manage museum memberships, maintaining accurate membership records.
• Assist with member programs and events, fostering strong relationships with the museum’s supporters.
• Coordinate and distribute membership mailings to ensure timely communication.

Collections Management

• Assist with the care, documentation, and management of the museum’s permanent collection.
• Support the setup and takedown of exhibits, ensuring proper handling and display of objects.
• Collaborate with the Collections Manager on tasks to preserve and maintain the museum’s historical assets.

Professional Development

• Participate in training and educational programs to deepen knowledge of Crook County history.
• Work closely with the Museum Historian to become a subject matter expert in local history and heritage.

Knowledge Skills and Abilities

• Strong interpersonal and communication skills, with a professional and welcoming demeanor.
• Detail-oriented and organized, with the ability to manage multiple responsibilities effectively.

• Knowledge of general office procedures and Microsoft Suite.
• Ability to establish and maintain effective working relationships with the public, museum staff, volunteers, representatives from other institutions, consultants, and content specialists.
• Problem-solving, analytical mindset.

Required Education, Training, and Experience

• High school diploma or equivalent required; Associate degree or some college coursework in business administration, museum studies, or related field preferred.
• Minimum of 1 years of experience in an administrative role, preferably in a museum or nonprofit environment.

• Minimum of 1 year of experience in customer service.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and general office equipment (e.g., copiers, fax machines).
• Strong organizational and time management skills with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team, with attention to detail.

Preferred Education, Experience, and Certification

• Bachelor’s Degree or college classes in related field, such as Museum Studies, History, or Art History.
• Experience using PastPerfect museum software.
• Demonstrated interest in or knowledge of history, particularly related to Crook County or regional heritage.
• Knowledge of museum operations, or a strong interest in history and cultural preservation, is a plus.
• Experience in customer service, retail operations, or similar roles, including familiarity with point-of-sale systems.

Supervisory Responsibilities

This position has supervisory responsibilities for periodic volunteers and researchers.

Work Environment

This is largely a sedentary role; however, some filing, lifting and carrying may be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. 

Physical Demands *Reasonable accommodations may be made to individuals with disabilities to perform the essential functions.

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

· The employee must be able to work in a climate-controlled office and perform tasks requiring hand coordination for keyboarding, data entry, and operating office equipment. The role involves frequent sitting, standing, walking, bending, stooping, reaching, grasping, talking, hearing, and seeing. The employee must also be able to lift and carry up to 40 pounds and regularly climb a flight of stairs while carrying the same weight.

Position Type and Expected Hours of Work

This is a non-exempt position; days and hours of work can range from Monday through Friday 8:00 – 5:00, with occasional weekend and evening hours

Travel

Occasional travel may be required. May be asked to drive for Crook County Historical Tours.

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