Government Jobs
Administrative Specialist - Conservation, Education and Science
Government Jobs, Asheboro, North Carolina, United States, 27203
Administrative Specialist
The North Carolina Zoo is growing, and it is an exciting time to join our team! We are looking for an enthusiastic Administrative Specialist to support our Conservation, Education and Science department. This position provides administrative support to the Conservation, Education and Science (CES) section of the North Carolina Zoo and is supervised by the Director of Conservation, Education and Science. The position provides a broad range of administrative and logistic support to CES including accounting, purchasing, facilities maintenance, scheduling, clerical, program reservations, travel arrangements, volunteer program support, and customer service functions. Key Responsibilities include but are not limited to: Purchasing and Accounting - Responsible for receiving and processing all CES section payments, invoices, bills, etc. including assigning appropriate account/fund code, submitting payment request, and appropriate routing. Coordinates purchases, including researching vendors, obtaining quotes, preparing and submitting purchase requisitions, local shopping for supplies, handling reimbursements, and tracking delivery of purchases. Travel Administration - Prepares and obtains approvals for all mandatory forms in advance of each travel. Prepares and submits all Visa Application Forms to appropriate Immigration Service Agencies. Makes flight, hotel, registration, and other travel reservations for CES staff as requested. Compiles travel receipts and prepares a 'Travel Reimbursement/Reconciliation' form then accounted for in appropriate budget. Office Administration - Assists with routine office tasks, making reservations of meeting rooms, vehicles, equipment, etc., ordering catered meals, transcription of documents or data, proofreading, assembling written materials and information packets as needed. Receives, screens and routes all correspondence, documents, packages etc. and ensures interoffice mail is sent in a timely manner. Schedules weekly CES meetings, tracks attendees, records, circulates and archives meeting minutes. Schedules meetings for CES Director and Curators upon request, Answers CES section main phone line, provides basic information to callers or routes call as appropriate. Receives all website inquiries routes questions appropriately. Ensures and requests required maintenance of all CES office equipment, vehicles, and facilities are in good working order. Education Program Support - Responds to inquiries about educational programs from the public. Books and schedules educational programs and receive payment for programs and routes appropriately, or forwards program participants/participant information to Ticketing Office as necessary. Receives temporary employee timesheets and submits weekly to HR. Volunteer Program Support - Responds to volunteer inquiries by email, by phone and in person. Other duties include data entry, managing volunteer schedules, processing invoices and fees, and providing general administrative support. Science Program Support - Manages research email account. Forwards NC Zoo Research application form to external researchers as requested. Forwards inquires to Associate Curator of Research as appropriate. Tracks annual research reports for approved research projects. Contacts researchers who have not submitted reports for updates. Position/Physical Requirements: Must be able to work weekends, holidays, and after normal work shifts as needed. Must be highly organized. Must be able to manage a variety assignments and priorities simultaneously. Excellent verbal and written communication skills. Ability to make travel arrangements both domestically and internationally. Proactive problem solving, with the ability to work independently. Ability to take direction from, and support, multiple Curators, Managers and staff. Ability to work with other departments and organizations, both within and outside the Zoo (e.g., Immigration Services, Visa/Passport agencies, other DNCR Agencies, State Administrative offices). Knowledge, Skills and Abilities / Competencies: Demonstrated work experience in an administrative role compiling, summarizing and analyzing data. Demonstrated work experience in monitoring and/or tracking multiple budgets with accounting procedures, spreadsheets and other budgeting. Demonstrated experience planning the logistics of meetings, conferences, workshops and/or other events. Minimum Education and Experience Requirements: High school diploma or General Educational Development (GED) diploma AND two years of related administrative experience; OR an equivalent combination of education and experience. Agency Description: The North Carolina Department of Natural and Cultural Resources (DNCR) takes care of the things that people love about North Carolina. DNCR manages over 100 locations across the state, including 27 historic sites, seven history museums, two art museums, five science museums, four aquariums, 35 state parks, four recreation areas, dozens of state trails and natural areas, the North Carolina Zoo, the State Library, the State Archives, the N.C. Arts Council, the African American Heritage Commission, the American Indian Heritage Commission, the State Historic Preservation Office, the Office of State Archaeology, the Highway Historical Markers program, the N.C. Land and Water Fund, and the Natural Heritage Program. The Department's vision is to be the leader in using the state's natural and cultural resources to build the social, cultural, educational, and economic future of North Carolina. Everyone is welcome. For more information, please visit www.dncr.nc.gov. We encourage you to apply to become a part of our team. The Department of Natural and Cultural Resources (DNCR) selects applicants for employment based on required education and experience and job-related knowledge, skills, and abilities without regard to race, religion, color, national origin, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), disability, National Guard or veteran status, genetic information, political affiliation, or political influence. We are an Employment First state, ensuring that people with disabilities have equal opportunities to succeed in the state government workplace. DNCR supports pay equity for women, establish paid parental leave for birth, adoption, and foster care, and implement fair chance policies. Join a team that welcomes, values, respects and supports all members of our work community.
The North Carolina Zoo is growing, and it is an exciting time to join our team! We are looking for an enthusiastic Administrative Specialist to support our Conservation, Education and Science department. This position provides administrative support to the Conservation, Education and Science (CES) section of the North Carolina Zoo and is supervised by the Director of Conservation, Education and Science. The position provides a broad range of administrative and logistic support to CES including accounting, purchasing, facilities maintenance, scheduling, clerical, program reservations, travel arrangements, volunteer program support, and customer service functions. Key Responsibilities include but are not limited to: Purchasing and Accounting - Responsible for receiving and processing all CES section payments, invoices, bills, etc. including assigning appropriate account/fund code, submitting payment request, and appropriate routing. Coordinates purchases, including researching vendors, obtaining quotes, preparing and submitting purchase requisitions, local shopping for supplies, handling reimbursements, and tracking delivery of purchases. Travel Administration - Prepares and obtains approvals for all mandatory forms in advance of each travel. Prepares and submits all Visa Application Forms to appropriate Immigration Service Agencies. Makes flight, hotel, registration, and other travel reservations for CES staff as requested. Compiles travel receipts and prepares a 'Travel Reimbursement/Reconciliation' form then accounted for in appropriate budget. Office Administration - Assists with routine office tasks, making reservations of meeting rooms, vehicles, equipment, etc., ordering catered meals, transcription of documents or data, proofreading, assembling written materials and information packets as needed. Receives, screens and routes all correspondence, documents, packages etc. and ensures interoffice mail is sent in a timely manner. Schedules weekly CES meetings, tracks attendees, records, circulates and archives meeting minutes. Schedules meetings for CES Director and Curators upon request, Answers CES section main phone line, provides basic information to callers or routes call as appropriate. Receives all website inquiries routes questions appropriately. Ensures and requests required maintenance of all CES office equipment, vehicles, and facilities are in good working order. Education Program Support - Responds to inquiries about educational programs from the public. Books and schedules educational programs and receive payment for programs and routes appropriately, or forwards program participants/participant information to Ticketing Office as necessary. Receives temporary employee timesheets and submits weekly to HR. Volunteer Program Support - Responds to volunteer inquiries by email, by phone and in person. Other duties include data entry, managing volunteer schedules, processing invoices and fees, and providing general administrative support. Science Program Support - Manages research email account. Forwards NC Zoo Research application form to external researchers as requested. Forwards inquires to Associate Curator of Research as appropriate. Tracks annual research reports for approved research projects. Contacts researchers who have not submitted reports for updates. Position/Physical Requirements: Must be able to work weekends, holidays, and after normal work shifts as needed. Must be highly organized. Must be able to manage a variety assignments and priorities simultaneously. Excellent verbal and written communication skills. Ability to make travel arrangements both domestically and internationally. Proactive problem solving, with the ability to work independently. Ability to take direction from, and support, multiple Curators, Managers and staff. Ability to work with other departments and organizations, both within and outside the Zoo (e.g., Immigration Services, Visa/Passport agencies, other DNCR Agencies, State Administrative offices). Knowledge, Skills and Abilities / Competencies: Demonstrated work experience in an administrative role compiling, summarizing and analyzing data. Demonstrated work experience in monitoring and/or tracking multiple budgets with accounting procedures, spreadsheets and other budgeting. Demonstrated experience planning the logistics of meetings, conferences, workshops and/or other events. Minimum Education and Experience Requirements: High school diploma or General Educational Development (GED) diploma AND two years of related administrative experience; OR an equivalent combination of education and experience. Agency Description: The North Carolina Department of Natural and Cultural Resources (DNCR) takes care of the things that people love about North Carolina. DNCR manages over 100 locations across the state, including 27 historic sites, seven history museums, two art museums, five science museums, four aquariums, 35 state parks, four recreation areas, dozens of state trails and natural areas, the North Carolina Zoo, the State Library, the State Archives, the N.C. Arts Council, the African American Heritage Commission, the American Indian Heritage Commission, the State Historic Preservation Office, the Office of State Archaeology, the Highway Historical Markers program, the N.C. Land and Water Fund, and the Natural Heritage Program. The Department's vision is to be the leader in using the state's natural and cultural resources to build the social, cultural, educational, and economic future of North Carolina. Everyone is welcome. For more information, please visit www.dncr.nc.gov. We encourage you to apply to become a part of our team. The Department of Natural and Cultural Resources (DNCR) selects applicants for employment based on required education and experience and job-related knowledge, skills, and abilities without regard to race, religion, color, national origin, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), disability, National Guard or veteran status, genetic information, political affiliation, or political influence. We are an Employment First state, ensuring that people with disabilities have equal opportunities to succeed in the state government workplace. DNCR supports pay equity for women, establish paid parental leave for birth, adoption, and foster care, and implement fair chance policies. Join a team that welcomes, values, respects and supports all members of our work community.