Engagement specialist

Job Description

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 :

• 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.
• 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.

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.

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.

• 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.

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.

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.

• Keeps direct supervisor promptly informed of key / significant issues or concerns.
• 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.

• 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)
• Performs related duties as assigned or apparent.

Last updated : 2024-05-26