Office Manager/CO Office of Archaeology & Historic Preservation Full Time

HISTORY COLORADO has a strong commitment to diversity, inclusion and cultural competency, because of that, we are continuously seeking to recruit individuals who will enhance this diversity and ultimately the effectiveness of our organization.

We believe that equity, diversity, and inclusion drive our success, and we encourage candidates from all identities, backgrounds, and abilities to apply. History Colorado and the State of Colorado is an equal opportunity employer committed to building inclusive, innovative work environments with employees who reflect our communities and enthusiastically serve them. Therefore, in all aspects of the employment process, we provide employment opportunities to all qualified applicants without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity or expression, pregnancy, medical condition related to pregnancy, creed, ancestry, national origin, marital status, genetic information, or military status or any other protected status in accordance with applicable law. 

The History Colorado Center is conveniently located in downtown Denver. In addition to a great location, we offer fantastic benefits including:

• Strong, secure, yet flexible retirement benefits including a PERA Defined Benefit Plan or PERA Defined Contribution Plan plus 401K and 457 plans
• Medical and dental health plans
• Employer supplemented Health Savings Account
• Paid life insurance
• Short- and long-term disability coverage
• 11 paid holidays per year plus 12 hours of vacation and 6.66 hours of sick leave a month
• Public Service Loan Forgiveness – A borrower may qualify for forgiveness by making 120 on-time payments while employed full-time in public service, if they have certain kinds of federal loans in a qualifying repayment plan
• BenefitHub state employee discount program
• Employee Wellness Programs 
• Free ECO pass
• Excellent work-life programs, such as flexible schedules and more.

Description of Job 

Duties:

Customer Liaison

• Serves as first contact for the general public, preservation professionals, and researchers visiting or phoning the Office of Archaeology and Historic Preservation (OAHP). Provides advice, guidance, and direction to external customers with information related to the Office of Archaeology and Historic Preservation’s various programs, including the Office of the State Archaeologist; Intergovernmental Services; Information Management; and provides support for the Preservation Planning Unit staff, including National/State Register historians and the Colorado Local Government (CLG) coordinator. 
• Assists with the digital transfer and management of files related to Section 106 projects; Scans and delivers hard-copy ax credit projects and other mail to the appropriate staff; creates invoices and collects fees for OAHP revenue services; provides first line of customer service through assisting with requests, and updating content on the “Online Resource Center” website.

Office Administration

• Provides administrative assistance to the Office of Archaeology and Historic Preservation staff, including the Office of the State Archaeologist, the Intergovernmental Services, Information Management, and Preservation Planning Unit. 
• Coordinating and scheduling staff meetings, including arrangements such as presentation preparations, locations, catering, vehicle reservations, and travel and travel-related reimbursements; acts as the key point of contact and facilitates communications for the division including hard copy, mail, phone, and digital communications between departments in History Colorado.
• Maintains the inventory and ordering of supplies, letterhead, AV equipment, office equipment and forms used in assuring the integrity of internal record systems located in the office and at the HCC off-site storage facility. Ensuring the operation of printers and AV equipment, completing preventative maintenance including calling for repairs and replacing equipment when needed. 
• Maintains various Google calendars to ensure AV equipment, conference rooms and conference call information is being used properly. Receive documents that project proponents, governmental agencies, and researchers deliver to the office by mail, digitally, in person, or by fax.
• Distributes the OAHP mail appropriately within the office. 
• Assists staff members with outgoing communications, including design, composition, and preparation through general mailing or specialized expedited delivery. Monitors the Google reservation calendar and addresses issues related to the periodic maintenance of the OAHP’s leased vehicle and reports. 
• Supports monitoring of the budget as well as annual reporting to the National Park Service and applicable state agencies. 
• Serves as one of the audio-visual super users for the office and maintains professional and technical knowledge by representing OAHP on the History Colorado Operations Planning Committee, Safety and Security Committee.
• Responsible for assisting in the compilation of reports or documents for the board, state legislators, or other entities as is required.

Support for the Director of OAHP

• Responsible for organizing the working environment for the Director of OAHP, who is also a Deputy State Historic Preservation Officer and the State Archaeologist. 
• Support includes utilizing Microsoft Office/Google Suite programs to create and edit general correspondence, meeting agendas, board meeting support documents, and minutes from departmental and staff meetings within the office. 
• Executes special projects by researching information, compiling data, and writing preliminary drafts for reports and special studies.
• Arranges travel by making lodging and state motor pool reservations; completes required travel documentation including authorizations prior to travel and any registration arrangements; completes reimbursement forms when travel is complete and submits to the proper authority for signatures and processing. 
• Assists in maintaining the Google calendar of the Director of OAHP and informs staff of availability. Maintains timesheet, leave request files of direct reports, and accurately maintains filing system of confidential information. 
• as the liaison between the Director of OAHP and the HC President-CEO/State Historic Preservation Officer, Division Directors and department Unit Heads to anticipate issues and problems, and contacting appropriate parties to avoid problems and resolve issues.
  Works with volunteer and interns.

Financial Duties

• Purchases office supplies, considering staff requests and making purchases online and by telephone based on his/her decision to set up and maintain functionality, comparing costs between a variety of vendors. 
• Creates an office supply list and refers to this list for the monthly supply order. 
• Orders supplies on the first Monday of every month and also on the third Monday of each month if any additional requests for supplies by staff are received. Maintains and organizes separate supply areas. Reconciles procurement card transactions and reports online, attaching receipts and invoices, obtaining proper signatures, and submitting documents to the accounting office on a weekly basis. 
• Prepares payment requests and similar documents for signatures. Updates and invoices all OAHP financial transactions including file searches, reproduction request fees, database subscription fees, PAAC Class Fees, and others. 
• Processes departmental cash, check, and credit card payments, as well as monitoring/facilitating payments via the History Colorado Shopify platform. Twice monthly, each deposit is sent for second departmental review to Site Records Manager, and then to the finance department for processing. Administers Argus/Shopify programs to create invoices and maintain current records in OAHP Revenue Tracker from payments received, and working with clients to receive payment on overdue invoices.

File and Document Maintenance

Maintains general filing systems for the division, including sorting, labeling, sequencing, and purging
Files. Maintains and manages application-filing system by determining correspondence and related document placement within the project files. 

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights 

• Friendly, professional manner and can-do, customer service orientation
• Passionate commitment to preservation
• Strong critical thinking, problem recognition/avoidance/resolution skills
• Attention to detail, professional written and verbal communication skills, and familiarity with modern workplace software programs and tools
• Experience with Google Suite (Gmail, Google Calendar, Google Docs, Google Spreadsheets) preferred
• Proven time management skills
• Bachelor’s or Associate’s degree and some experience in an office environment OR three years in a similar role.
• Some knowledge of historic preservation and/or archaeology. 

Supplemental Information 

A pre-employment criminal background check will be conducted as part of the selection process. Felony convictions or conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. 

Should your background check reveal any charges or convictions, it is your responsibility to provide the Human Resources Unit with an official disposition of any charges.

History Colorado is committed to anti-racism practices across its institution and outlined in these grounding virtues (https://www.historycolorado.org/sites/default/files/media/document/2020/Anti-Racism_Grounding_Virtues.pdf (Download PDF reader) ). As such we encourage members of Black, Indigenous, People of Color  (BIPOC) LGBTQ+  and differently abled communities to apply for this position. 

ADAAA Accommodations: Any person with a disability as defined by the ADA Amendments Act of 2008 (ADAAA) may be provided a reasonable accommodation upon request to enable the person to complete the application. To request an accommodation, please contact Dany McCoy (303) 866-2136 or email [email protected].

Additional Details