What are the responsibilities and job description for the Part-time Administrative Specialist- Zoo Education & Engagement position at Cleveland Metroparks?
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.
- Monitors flow of work for division, including tracking and facilitating progress of work and maintaining schedules, calendars and databases containing work-related information.
- 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.