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Administration Manager 

MSHPA is currently seeking a part-time Administration Manager 

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This position has overall responsibility for the successful operation of the MSHPA retail sales locations (“Stores”) including merchandise ordering, maintenance of the sales reporting system (Square), compiling bank deposits, training volunteer sales persons, and providing general administrative support to MSHPA.


Such “general administrative support” beyond the Stores may include assisting the Treasurer in collecting cash donations, preparing bank deposits, maintaining files and reports, attending monthly meetings of the MSHPA Board of Directors, taking minutes, and preparing occasional reports.


The position coordinates with the volunteer sales persons at the Custom House for day-to-day training and problem resolution.  


Supervision for this position is by the Retail Chairperson (a volunteer) and overall supervision and direction is by the President of MSHPA (a volunteer).    




The position of the Operations Manager is a paid, part-time position based on hours worked paid bi-weekly. This posited is expected to be up to 20 hours     per week on a mutually agreeable schedule. If the Operations Manager chooses to work as a volunteer in the store, those hours are not subject to compensation by MSHPA and are managed by State Parks Volunteer Coordinator.


MSHPA provides a land-line telephone, email account, computer and related equipment for use in researching, ordering, logging merchandise receipts, document retention, reporting and administrative tasks. 


Retail Stores Manager Duties and Responsibilities


The most active retail stores are the Custom House Store and Pacific House Store.  Other occasional retail locations are at the Stevenson House and as arranged for special events.


Overall inventory management: 

  • Order regular and holiday merchandise in a timely manner such that the specialty merchandise is received and on display well before the special holiday or event. 

  • Single purchase commitment exceeding $1,000 must be approved in advance by the MSHPA treasurer. Use a MSHPA-provided credit card for orders with suppliers who will not ship on open account.

  • Check-in packages to ensure orders are complete, agree with the related documents, and work proactively by telephone and/or email with vendors to quickly resolve issues with orders. 


Maintain, update, and quality-control the existing database (EXCEL) for orders, merchandise receipts, invoice payments, and related information.


Submit invoices for timely payment, with appropriate account coding, when orders are received and complete.

Research new items and vendors, giving preference to ethical producers, merchandise with educational/historical focus and created by local artisans.


Create and rotate displays that complement State Parks interpretive mission, including interpretative signage in frames.


Provide updates on store merchandise and operations for the MSHPA newsletter and approved posting on  Social Media. 


Provide product highlight pictures and write-ups for the MSHPA newsletter.


Provide recommendations to MSHPA Retail Chair and Treasurer for work-flow changes that will improve operations, increase sales, provide better customer experience, and enhance operation of the Stores.

Work closely with the retail committee and attend those meetings as requested.


Cultivate and maintain productive relationships with Monterey State Historic Park staff and volunteers.


Administrative Duties and Responsibilities:


As coordinated with the Treasurer, collect, count, and prepare deposits for cash contributions made at the Custom House and Pacific House location.


As requested by and coordinated with the Treasurer, maintain and update database files (EXCEL) for sales, donations, memberships.


May be requested to assist in preparing-for and attend meetings, in person or remotely, in connection with the MSHPA Board of Directors.


May be requested to research grant opportunities, assist with applications for grants, and related correspondence.




The Operations Manager will be thoroughly committed to MSHPA’s mission.  All candidates should have proven retail and relationship management experience as well as administrative experience.  Concrete demonstrable experience and other qualifications include:

  • Minimum 5 years-experience of retail experience.

  • Unwavering commitment to quality data-driven inventory management and tracking.

  • Strong written and verbal communication skills; a persuasive and passionate communicator with excellent interpersonal and multidisciplinary project skills.

  • Action-oriented, entrepreneurial, adaptable, and innovative approach to business planning.

  • Ability to work effectively in collaboration with diverse groups of people.

  • Passion, idealism, integrity, positive attitude, mission-driven and self-directed.


Physical Demands:


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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Requires the ability to sit up to 3-6 hours per day with intermittent occasional walking and standing.

  • Occasionally may be required to lift items up to 15 pounds to a height of up to 6 feet; up to 25 pounds to a height of 4 feet.

  • Occasionally may be required to carry items up to 25 pounds for distances up to 75 feet.


Work Environment:


The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Typical office work environment with normal noise levels

  • Gallery work which may be loud or chaotic at times

  • Work responsibilities and travel which bring a variety of work environment situations, none of which would require any special protective equipment such as; hearing protection, respirators etc. or bring any short term hazards.




Salary commensurate with experience. Benefits are not provided other than California state-required Worker’s Compensation Plan.


MSHPA is an equal opportunity employer and is committed to the belief that each individual is entitled to equal employment opportunity.

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