The Administrative Specialist assists the Department Administrator by overseeing day-to-day operations of the Zoo scholarship program. They support the work of the Education & Engagement team through budget tracking, record keeping, maintaining program statistics, inventories, and communication about Zoo programs. This position requires relationship-building with teachers and other Zoo offices. The Administrative Specialist oversees and manages office operations for the Manager and department staff in a manner that allows the manager and staff to function effectively and efficiently.

Essential Functions:

1. Regular and predictable attendance is expected and required. All Cleveland Metroparks employees must be prepared to work flexible schedules, including evenings, weekends, and/or holidays as required.
2. Oversees the budget for the division: Tracks all expenses to budget; enters purchases and credits into spreadsheet; processes invoices and purchase orders; makes balance adjustments when needed; reads budget documents and reconciles purchases within budget.
3. Administrates grants: Standardizes and maintains routine submittals for grant compliance; enters requests for reimbursement from grant issuers; enters information on grant database; tracks expenses as related to grant and ensures accuracy of expenses.
4. Collects, reviews, and ensures proper completion of payroll: collects timesheets bi-weekly and checks for accuracy; enters hours in fax summary sheet; enters data into seasonal sheet; submits to payroll department; tracks staffs’ sick and vacation time.
5. Monitors flow of work for division, including tracking and facilitating progress of work and maintaining schedules, calendars and databases containing work-related information.
6. Performs clerical duties: Schedules, files, and types correspondence and reports for others; files all invoices and weekly statements for quick retrieval; proofreads correspondence and reports for others; schedules meetings and take notes at staff meetings.
7. Arranges travel and lodging for conferences and trainings: Registers colleagues for conferences; fills out CTCs; arranges lodging reservations; tracks expenses upon return of conferences and training; ensures completion of paperwork.
8. Assists in maintaining research and collection permits including insurance certificates: Files permits by date of issue; mails out supporting documents for permits; ensures insurance certificates are up to date.
9. Keeps direct supervisor promptly informed of key/significant issues or concerns.
10. Carries out duties and responsibilities in a safe and efficient manner to maintain a safe work environment and surrounding area for oneself, co-workers and public. Responds to hazardous situations and/or potentially unsafe conditions by taking corrective action as capable and promptly notifying supervisory personnel.
11. Updates and enhances own knowledge by involvement in continuing education for professional growth (i.e., attends relevant conferences, seminars, in-service trainings, and certification programs)
12. Performs related duties as assigned or apparent.