Administrative Specialist for HR and IT Departments (Part-Time)

Administrative Specialist for HR and IT Departments 

Woodland Park Zoo - Seattle, Washington

 

This part time position is the primary administrative support for the Human Resources and Information Technology Departments. This position is required to handle details of a confidential nature, and works effectively with all members of internal management and staff as well as outside vendors. Excellent time management, organizational skills, communication skills (both written and spoken) as well as a comfort level working with and around technology and information of a confidential and sensitive nature are essential to the success of this role.

Essential Duties and Responsibilities:

  • Supports various administrative needs of the two departments
  • Handles scheduling for the departments including; coordinates meetings and calendars, creates and submits departmental scheduling requests for zoo resources and schedules phone screens and interviews for recruiting.
  • Monitor general HR inbox and distribute to appropriate party.
  • Work with the Membership Department in coordinating Employee memberships
  • Review, monitor and update companywide organization charts for general distribution.
  • Records and provides departmental and institutional meeting minutes as needed
  • Assists with department(s) yearly budget and preparation and processing of expense vouchers
  • Responds to email and phone requests for information from employees, supervisors, and outside contacts as directed
  • Assists with written and oral communications including creation and modification of Power Point presentations, correspondence, and other communications materials
  • Helps create, update, organize and keep physical and electronic files, directories, to ensure information is accessible and up to date
  • Obtains or purchases supplies and equipment for department(s)
  • Administers employee keys, nametags, business cards, parking permits, and uniform orders
  • Assists in recommending, coordinating, and executing staff events, socials and other activities that further employee engagement and strengthen the zoo’s Core Values
  • Handles sensitive and confidential information in an appropriately professional, timely and respectful manner
  • Works with assisting and compiling documents for attorneys, the public, or others as needed.
  • Receives information and proactively informs other administrative staff regarding departments) actions as needed
  • Assists with and coordinates other special projects, duties, and meetings as assigned.
  • Management of Telephone System/Multifunction Printers/Copiers
  • Check monthly phone bills for accuracy, fraud, reconciliation and waste in coordination with appropriate departments and Accounts Payable as needed.
  • Act as liaison between Zoo staff and outside Telephone and Copier vendors as well as other vendors upon request.
  • Coordinate all department requests for telephone equipment and services including training, changing passwords, resetting mailboxes, assigning extensions, etc., as well as troubleshooting issues with vendor and staff.
  • Maintain current and accurate records of employees’ Share (long distance) codes.
  • Provide adequate lead-time for Telephone Services to generate new orders (desk and mobile) and repair.
  • Maintain database of employees for various phone lists. Publish on-grounds, supervisor and computer phone lists on a regular basis.
  • Managing, troubleshooting and working with WPZ staff and vendors on use of multi-function printer/copier including, print/copy volume reporting, copier/printer trouble shooting, billing, training and customer support.

Qualifications:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • Ability to be comfortable working in a highly confidential department dealing with sensitive information as well as a computing environment working with and around technology.
  • Ability to collaborate well with employees and managers across the organization to successfully engage in a highly professional manner
  • Ability to work in a matrix reporting structure
  • Demonstrated strong organizational and time-management skills with the ability to meet deadlines.
  • Excellent verbal and written communication skills.
  • Focused attention to detail.
  • Excellent computer skills (Word, Excel, Internet, Outlook, databases, and accounting).
  • Ability to work independently and as part of a team.
  • Enthusiastic and pro-active work style with an appreciation for helping people
  • Commitment to the mission of the zoo and the institution’s Core Values.

Education and/or Experience

Two-year Associate's degree (A. A.) or equivalent from an accredited college or university; or two years related experience and/or training; or equivalent combination of education and experience.

Computer Skills

Highly proficient and experienced with Microsoft Office applications (particularly Word, Excel, Outlook, PowerPoint, Visio and Publisher) and internet navigation required. Must be able to work with customized databases and technology, and conduct internet research. Must be able to set-up and effectively use a projector, and laptop, and other AV equipment to run meeting presentations and/or videos.

Language Skills

Ability to read, analyze, and interpret common scientific and technical journals, financial reports, and legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to effectively present information to top management, public groups, and/or boards of directors.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to interpret and communicate mathematical and revenue oriented data.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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.

While performing the duties of this job, the employee is regularly required to sit. A majority of time is spent at a computer keyboard. The employee is frequently required to talk or hear. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. Specific vision abilities required include close vision, color vision, and ability to adjust focus. The employee is occasionally required to reach with hands and arms; stoop, kneel and crouch. The employee must regularly lift and/or move up to 10 pounds, and occasionally lift and/or move up to 40 pounds. The position requires an ability to walk or transit across the 92-acre facility in variable weather conditions.

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.

The work environment consists primarily of a busy, and occasionally noisy, building consisting of a mixture of closed offices, cubicles and open meeting/gathering spaces. At this time the position is part time with the work day/week being within the hours of Monday-Friday 8-5; evening and weekends when rarely needed.

Apply:

https://www.appone.com/MainInfoReq.asp?R_ID=1550740

HuskyJobs ID# 113812

Application Due by May 10

Woodland Park Zoo is an equal opportunity/affirmative action employer, dedicated to a policy of non-discrimination in employment on any basis including race, color, age, sex, religion, national origin, disability, veteran’s status, sexual orientation, or gender identity/expression.