About the position
The Zoo Administrative Assistant position at Milwaukee County is a part-time role that offers an opportunity to provide essential administrative support to the Administration/Finance and Operations Divisions of the Zoo. This position is designed for individuals who are passionate about making a difference in their community and are looking to contribute to the operations of a vibrant and diverse organization. The role involves a variety of tasks including assisting with special projects, managing reports, and handling purchasing activities. The successful candidate will be responsible for onboarding and offboarding tasks for staff, as well as supporting the employee recognition program. Additionally, the role includes providing backup support for incoming and outgoing mail processing, managing the Zoo uniform program, and assisting with meeting coordination and minute-taking. The position also requires monitoring the lost and found program and performing additional duties as assigned. As part of the administrative support, the Zoo Administrative Assistant will be expected to answer phones, coordinate meetings and meeting rooms, prepare correspondence, maintain files, and handle confidential information. The role also involves placing purchasing orders in the Infor system, updating policies and procedures, and acting as a liaison for Human Resources by managing staff recognition tasks. The candidate will need to demonstrate strong customer service skills and the ability to work independently while managing multiple responsibilities. This position is ideal for someone who is organized, detail-oriented, and has a strong background in administrative support.
Responsibilities
- Provides administrative support for Administration/Finance and Operations Divisions.
- Answers phones and coordinates meetings and meeting rooms/equipment.
- Prepares correspondence and maintains files, handling confidential information.
- Places purchasing orders in Infor, including uniforms for full-time and seasonal employees.
- Updates policies and procedures as assigned.
- Manages on and off-boarding tasks including new hire welcome emails and maintaining email distribution lists.
- Assists with the employee recognition program.
- Monitors the lost and found process and seeks improvements.
- Assists with special reports and projects as assigned for Admin/Finance and Operations Divisions.
- Provides backup assistance to switchboard and other administrative clerical staff as needed.
- Acts as IMSD liaison for staff when troubleshooting is needed.
Requirements
- Current resident of Wisconsin
- Valid WI Class D Driver's License
- High School Diploma or above
- At least three (3) years of experience in administrative support or administrative assistant role
- Ability to lift/carry/push/pull 20 lbs
- Advanced experience with Microsoft Office products (Word, Excel, Outlook, PowerPoint) and OneDrive required
- Knowledge of Smartsheet preferred
- Knowledge of purchasing software preferred
- Intermediate knowledge of working with Adobe/PDF files
Nice-to-haves
- Strong customer service/constituent relations skills
- Strong written and verbal communication skills
- Ability to work independently
Benefits
- Competitive benefit package
- Equal Opportunity Employer
- Accommodations for disabilities available
