Administrative Secretary – NEW Zoo

Application Deadline: 2023-09-26
Job Type: County
Job Description:

Job Summary
The Zoo Administrative Secretary will provide significant administrative support to the Zoo Director in the development and maintenance of department financials, including collaboration of manager reports and distribution. The Administrative Secretary manages the Zoo Membership program by operating and maintaining the POS database of constituents, oversees the process of zoo pass sales, produces and distributes membership passes, and is responsible for ordering and negotiating pricing with supply vendors. This role will manage calendars, maintain file organization, coordinate meetings, and oversee the administrative office equipment and supplies.

Essential Duties
Provides managerial support for the Zoo Director, department managers and other zoo staff.

Implements and performs accounting operations and processes within the department to include, preparing department’s monthly financial reports, reviewing/verifying/submitting invoices for payment, creating/overseeing department’s purchase orders, assists auditors during audit by supplying financial information requested, generate financials for annual report and maintain cash handling policies at all times.

Assists Zoo Director with the annual budget process by attending meetings, development of budget worksheets, data entry and submission.

Responsible for managing, maintaining, and overseeing Zoo Pass Membership program by administering the membership database within the POS system, monitoring the process of membership sales for accuracy, attain zoo pass revenue budget, generating and mailing membership cards and renewal notices to patrons, as well as ordering membership supplies.

Administrator of the Zoo’s web-based training matrix, CyperWorx, and takes part in on-going training webinars.

Acts as a liaison between the NEW Zoo and the N.E.W. Zoological Society, Inc. in partnering with the Society Development Manager in the production of our annual report.

Maintains and administers the Restricted Donation accounts for the NEW Zoo and reconciles quarterly with the department’s accountant.

Tracks and receipts donations received, following up with thank you correspondence to the donor, and works with the N.E.W. Zoological Society’s Development Manager to coordinate donor recognition.

Responsible for preparing and distributing meeting minutes and agenda items for the Zoo Advisory Committee and members.

Responds to or appropriately forwards general inquiries received via mail, phone and email.

Accountable for ordering and maintaining inventory of all office supplies.

Oversees the maintenance of department’s MFDs and responsible for ordering corresponding supplies.

Manages department files, contracts, records, forms and adheres to office retention practices and procedures.

Facilitates outgoing mail and distributes interoffice incoming mail.

Assists with Special Events as needed and/or required.

Minimum Qualifications Required
Education and Experience:
High School Diploma or equivalent, Associates’s Degree in a business or office administration curriculum, plus 2 years of experience in administrative support; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.

Licenses and Certifications:
Valid Wisconsin Driver’s License

Knowledge, Skills & Abilities
Proficient in Microsoft Word, Excel and Outlook.

Knowledge of general office procedures and equipment.

Knowledge and understanding of general accounting principles and standards.

Ability to manage multiple tasks/projects and deadlines simultaneously with attention to detail.

High level of professionalism and interpersonal skills.

Must have excellent verbal and written communication.

High level of personal integrity and confidentiality.

A motivated self-starter who thrives in a team environment.

Deadline Note: