General Purpose

The Facilities Administrative Assistant provides office and administrative support for the director of facilities & grounds, Safety & Security, horticulture, maintenance, and custodial Managers. This position manages meeting calendars and scheduling as well as organizes and maintains accurate recordkeeping and other department needs.

Our comprehensive compensation package includes 100% employer paid Medical/Dental/Vision, Employee Assistance Program, 401k, 10 Paid Holidays, Paid Sick and Paid Vacation time on an accrued basis. The pay range for this position is $19.00-$23 per hour. Offers will be based on the successful candidate's experience.

Essential Accountabilities

• Sets up, organizes, maintains records, and provides support to develop schedules and work plans. Create, manage, and organize all file systems and folders, hard copy & electronic. Performs data entry, inventory entry, and other tasks as needed. Manage incoming documents, reports, emails, and calls as appropriate; copy, route, refer or prepare responses as appropriate.
• Excellent written and verbal communications skills with the ability to adapt communication based on audience and purpose with inclusivity.
• Demonstrated strong organizational and time-management skills with the ability to meet deadlines in a professional manner.
• Collaborates with staff to insure accurate liability of accounts payable to the Zoo Controller and CFO. Work also includes assistance with billing, budget allocation, budget reconciliation, and researching vendors. Tracks spending and coordinates invoicing with accounting and Project Manager Assistant for Measure Z projects.
• Ability to collaborate well with all departments within the organization and to represent the departments in a highly professional manner with a diverse group of individuals, both internally and externally.
• Employ best practices while continually seeking to improve effectiveness of the position and displaying an on-going commitment to learning and self-improvement.
• Assist with the collection of close-out documents including O&M manuals, warranties, as built drawings and other documentation as necessary.
• Attends and prepares minutes for Facilities, Safety Committee, AZA and monthly safety meetings. Proactively support the administrative needs of the departments including coordinating meetings and calendars, creating, and submitting departmental scheduling requests, assisting with planning and logistics of department events and/or visitors, and distribute inquires to the appropriate party, maintaining contact and preferred vendor lists, processing and tracking travel and training requests.
• Familiarity with Dude Solutions Asset Essentials, KeyWatcher Systems, System Galaxy and related facilities and security-based software. Ability to work with customized databases and technology, conduct internet research, and Adobe Acrobat Pro and Photoshop Suites.
• Perform other projects and tasks as assigned.

Qualifications

• Associate degree or higher in Business Administration or related field, or equivalent combination of education and experience, required.
• Proficiency in MS Office applications (word processing, spreadsheets, database management) essential, and Adobe Acrobat Pro & Photoshop suites.
• 2 years Construction and Safety administration experience, preferred.
• 5 years administrative Office management experience, preferred.
• Demonstrate professional and accurate correspondence skills.
• Demonstrate high levels of accuracy and the ability to identify error and inconsistencies.
• Demonstrate excellent reading and language comprehension.
• Ability to work in high pressure situations, prioritize, and meet deadlines.

Physical Requirements

These are physical and mental requirements of the position as it is typically performed. Inability to meet one or more of these physical or mental requirements will not automatically disqualify a candidate or employee from the position. Upon request for a reasonable accommodation, the Zoo may be able to adjust or excuse one or more of these requirements, depending on the requirement, the essential functions to which it relates, and the proposed accommodation.

• Close visual acuity to perform an activity such as preparing and analyzing data and figures, viewing a computer terminal, and extensive reading. Color perception is also required.
• Ability to receive detailed information through oral communication (in person and via telephone), at normal speaking levels with or without correction.
• Expressing or exchanging ideas by means of the spoken word. The employee must convey detailed or important spoken information to others in individual and small group settings.
• Hand and finger dexterity sufficient for typing and other administrative tasks.
• The employee is regularly required to lift and/or carry up to 10 pounds, and occasionally up to 25 pounds.

Work Environment

• This position regularly works with others including Zoo executives, management, and employees.
• The position primarily functions indoors, with frequent exposure to outdoor Zoo environments and external events.
• Occasional local travel may be required.