Administrative Support II - Zoo

at Sedgwick County in Wichita, Kansas, United States

Job Description

Manages incoming phone calls, directs visitors, and provides support for Zoo President and CEO as needed. Oversees the management of office supplies and cleanliness of administrative conference rooms and break areas. Distributes mail and packages daily. Maintains Zoo’s intranet, monitors emergency communications, and performs monthly safety checks.

Information and Assistance

• Answer incoming Zoo phone lines and connect callers to proper departments.
• Direct administrative visitors to proper personnel.
• Assist Zoo President and CEO with correspondence, creating/maintaining spreadsheets and presentations through a variety of computer applications, and executing off-site errands as needed.
• Assist in setup/teardown for Board of Director meetings such as equipment, catering, etc.
• Help update and maintain Zoo’s intranet (Eline), including calendar, announcements, and other relevant content.  
• Maintain the cleanliness and organization of the administrative conference rooms and break areas.  Ensure supplies are well stocked. Prepare coffee as needed.
• Communicate with Zoo staff via radio.
• Monitor emergency phone line and weather radio.
• Complete monthly fire extinguisher safety check for the Administration building.

Inventory and Supplies

• Receive, order, and process all supply requests.
• Maintain the appropriate “on hand” levels of office equipment and supplies.
• Coordinate uniform ordering, inventory, distribution, and recordkeeping for Zoo staff, including maintaining accurate stock levels and issuance records.
• Coordinate Lunch and Learn events, including scheduling, arranging catering through SSA or outside vendors, and purchasing/picking up food and supplies as needed.
• Coordinate Zoo vehicle checkout procedures, maintain related records, and assist staff with vehicle access and information as needed.
• Make suggestions for purchase of eco-friendly supplies, ensuring conservation initiatives are followed.
• Process outgoing and incoming mail products and shipments.
• File records, including blueprints as needed.
• Purchase goods both on and off Zoo grounds, as requested with approval, staying within assigned budget.
• Ensure the correct GL account is used for purchasing.
• Ensure goods are received, verified, and distributed to proper location.

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