As a key member of the Human Resources Department, the Administrative Assistant provides professional clerical and administrative support to the Vice President, HR and Administrative and the VP, Government Relations and other department staff to ensure the zoo provides quality HR service to all employees and applicants.
Responsible for assisting the daily administration and operations of the Human Resource Department, including handling internal and external correspondence and assisting with departmental functions and activities. Responsible for monitoring and managing office supplies, coordinating scheduling of meetings and facilities, including applicant interviews, coordinating departmental administrative projects, and providing support to Human Resource Department staff members for the development and implementation of programs.
ESSENTIAL JOB FUNCTIONS
Provide administrative support to Vice President, Human Resources and department staff to maximize departmental efficiency and results. Coordinate administrative projects for all program areas and develop systems to most efficiently manage time and results. Provide administrative support to Vice President, Government Relations (10% of position)
Manage Vice President’s calendar and schedule appointments and meetings. Provide phone coverage for Vice President.
Produce correspondence for Vice President. Screen incoming correspondence and initiate responses.
Establish and maintains all employee documentation/files, both electronic and paper. Retains all HR records according to retention requirements.
Prepare all invoices for processing by Accounting. Review for accuracy and edit as needed.
Assist with budget tracking and administration, answer internal and external inquiries related to the overall department and serve as a proactive resource for the Vice President and the rest of the staff.
Process new employee and volunteer paperwork. Create staff ID cards and nametags.
Schedule new hires to attend orientation and assist with set-up
Maintain the Human Resources intranet page in support of job postings and electronic documents.
Maintains employment resumes, application forms and application logs. Places job postings on various job sites.
Answers routine inquiries from inside and outside the institution on employment verifications and job openings
Independently prepare or assist in the preparation of regularly scheduled or special reports to track Development progress against goals.
Perform other duties and work on ad hoc projects as assigned.
Assist with covering the reception desk for breaks, vacations or other coverage gaps
Assist with incoming and outgoing mail for vacations and other coverage gaps
KNOWLEDGE, SKILLS & ABILITIES
Proficiency in Microsoft Office essential, Paylocity or other HR database a plus
Strong organizational, interpersonal and oral/written communication skills are essential
Meticulous attention to detail
Previous experience supporting executive-level staff or equivalent
Ability to work independently and proactively
Ability and willingness to work cooperatively with others
High degree of discretion in dealing with confidential information
Capacity to effectively prioritize multiple tasks in a fast-paced environment
Outstanding customer service skills including ability to interact courteously and respectfully with supervisors, fellow employees, volunteers, zoo visitors and general public
Ability to work as a team member, being flexible with assisting other with coverage
Associates degree required, Bachelor’s degree recommended. A comparable combination of education, experience or training that would provide the level of knowledge, skills and ability required may also qualify individuals.
Minimum of two years related experience. Some professional experience in Human Resources preferred. Spanish language fluency a plus but not required
Ability to sit (and remain on feet) for long periods of time
Ability to work in an open office environment
Ability to traverse zoo grounds, greet visitors, coordinate meetings, and operate and safely drive electric carts
Available to work special events, some of which may occur outside of regular work schedule, as assigned.
Lincoln Park Zoo, a historic Chicago landmark founded in 1868, is dedicated to connecting people with nature by providing a free, family-oriented wildlife experience. A leader in conservation science both globally and locally, the zoo exemplifies the highest quality animal care and educational outreach. The not-for-profit zoo, managed by The Lincoln Park Zoological Society, is a member-supported o...rganization and one of the nation’s only free, privately managed zoos. For more information, call 312 -742-2000 or visit www.lpzoo.org.