CITY OF WACO, TEXAS Waco, Texas, United States
Dec 24, 2020
Zoo Administrative Operations Coordinator City of Waco, TX 1 of 3 Zoo Administrative Operations Coordinator Professional /Technical 5533 Physical Type # 1 Zoo Director Cameron Park Zoo 218 Non-Exempt PRIMARY DUTY: Under general supervision, performs administrative operational duties, supervises employees and provides support services for City Department; coordinates events; processes administrative and technical forms; processes Open Records Requests; and assists in resolving customer related complaints. ESSENTIAL FUNCTIONS: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties, knowledge and skills. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function. Essential duties and responsibilities may include, but are not limited to, the following: • Provides a variety of administrative duties for the department; makes appropriate decisions based on work experience and training; duties may vary according to job assignment and individual skills. • Oversees department administrative workflow; applies knowledge of policies and procedures in order to organize and coordinate work and relieve the department staff of administrative detail. • Maintains records and evaluation reports on four basic types of live-action emergency drills (fire, weather, guest/employee injury & animal escape) as required by the Association of Zoo & Aquariums (AZA).Assists in coordination of Zoo events including planning and communication with customers. • Manages department training and travel arrangements and reimbursements, manages department dues and memberships; coordinates payroll for the department; orders supply for the department, and assists with budget preparation and budget transactions including budget adjustments, vendor payments, purchase order creation and closures. • Assists in development and maintenance of budgets, reviews, monitors expenditures, and generates monthly departmental revenue and expense tracking reports for zoo leadership • Exercises a high level of initiative and independent judgment in performing administrative duties; applies judgment to resolving problems, analyzing data, and making decisions; tracks department issues and assures the effective communication of operational information. • Serves as the department's Open Records Coordinator and responses to open record requests accordingly. • Manages assigned special projects for department programs and functions; researches and compiles a variety of informational material from external and internal sources into narrative and statistical reports for special projects, community issues and departmental functions. • Responds independently to inquiries and resolves problems and customer service inquiries within scope of authority. • Maintains calendars and resolves complex meeting schedules; coordinates virtual meetings, meeting rooms and related resources; creates meeting agendas, meeting minutes, action item lists, and power point presentations. • Maintains department files; researches files and computer databases; collects, compiles and updates computer records and tracking systems; assures all administrative actions are in compliance with City policy. • Responsible for maintaining the centralized zoological animal record-keeping system as outlined by the AZA institutional records management criteria • Supports the relationship between the City of Waco and the general public by demonstrating courteous and cooperative behavior when interacting with citizens, visitors and City staff; maintains confidentiality of work- related issues and City information • Assists in the preparation of the AZA accreditation application. • Performs other duties as required or assigned. Zoo Administrative Operations Coordinator City of Waco, TX 2 of 3 • Driving is essential. KNOWLEDGE AND SKILLS: Knowledge: • City organization, operations, policies and procedures. • Employment Law and EEOC guidelines. • City administration policies, including accounting, budgeting, payroll and personnel rules. • Professional standards for business correspondence, writing, spelling and grammar. • Customer service standards and protocols. • Principles of record keeping, records retention, records management and file maintenance. • Local community resources and regional community issues. Skill in: • Using initiative and independent judgment within established procedural guidelines. • Planning, prioritizing and completing assignments with minimum supervision. • Training, coaching and effective communication with employees under supervision. • Writing professional reports and correspondence from brief instructions. • Establishing and maintaining effective working relationships with co-workers, elected officials, special interest groups, advocates and representatives from other regional agencies. • Dealing tactfully and courteously with the general public and others seeking information about City functions and activities. • Operating a personal computer utilizing standard and specialized software and entering information into a computer system with speed and accuracy. • Following verbal and written instructions. • Communicating effectively verbally and in writing. MINIMUM QUALIFICATIONS: Associates Degree in Business Administration or related field AND two years of public sector administrative support experience; OR an equivalent combination of education and experience. LICENSE AND CERTIFICATION: • A Valid Texas Driver's License required. • Certification as a Notary Public is desired. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. • The physical activities of this position include: o Balancing - Maintaining body equilibrium to prevent falling and walking, standing or crouching on narrow, slippery, or erratically moving surfaces. o Reaching - Extending hand(s) and arm(s) in any direction. o Walking - Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another. o Pushing - Using upper extremities to press against something with steady force in order to thrust forward, downward or outward. o Pulling - Using upper extremities to exert force in order to drag, haul or tug objects in a sustained motion. o Lifting - Raising objects from a lower to a higher position or moving objects horizontally from position-to-position. This factor is important if it occurs to a considerable degree and requires substantial use of upper extremities and back muscles. Zoo Administrative Operations Coordinator City of Waco, TX 3 of 3 o Finger Dexterity - Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand as in handling. o Grasping - Applying pressure to an object with the fingers and palm. o Feeling - Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips. o Talking - Expressing or exchanging ideas by means of the spoken word. Those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly. o Hearing - Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication and to make the discriminations in sound. o Repetitive motion - Substantial movements (motions) of the wrists, hands and/or fingers. • The physical requirements of this position: o Sedentary work. Exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. • The visual acuity requirements including color, depth perception and field vision: o The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading. • The conditions the worker will be subject to in this position: o Work is performed primarily in an office setting or well-lit, temperature-controlled working environment. This job description is not intended to be construed as an exhaustive list of responsibilities, duties and skills required. City management has exclusive rights to alter this job description at any time without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. This document does not create an employment contract, implied or otherwise, other than an 'at-will' relationship. Job Description Acknowledgement I verify that I have received a copy of my job description by the signature below. As an employee of the City of Waco, I understand the duties and responsibilities assigned to me. Furthermore, I understand that the duties listed above are guidelines and will change over time, as necessary. From time to time, I understand that I may be asked to perform duties and handle responsibilities that are not specifically addressed in my job description.