As part of the Chicago Zoological Society's mission, we work each day to ensure that the conservation movement reaches out to and hears from every person and community at every income level and ability. Our beautiful park like setting has an amazing 216 acres of meticulously landscaped grounds, the Discovery Center and Pavilions provide indoor and outdoor event facilities, three major restaurants provide delicious food options, and there are over 20 different animal exhibits.

The Administrative Assistant in the Plant and Facilities Department contributes to the success of the Chicago Zoological Society by providing administrative support for the Plants and Facilities Department (P&F) to assure operations run smoothly and efficiently in support of the Society's goals to provide an extraordinary guest experience and assure the long-term sustainability of the organization.

The primary duties and responsibilities include the following;

• Enter and track requisitions for supplies, research products, and clarify specifications for all departments in the P&F area. Properly complete purchasing documents and ensure that all terms and conditions are appropriate. Maintain complete and accurate records, including price histories, to provide information on variances. Track budgets on a monthly basis. Assure all purchasing functions comply with Society policies, procedures and standards.
• Follow-up on purchases and back orders, verify receipt, contact suppliers for adjustments or order corrections, resolve problems if possible, and defer to appropriate manager as needed. Serve as the primary liaison with the Society's Finance Department for resolution of contract, purchase order, and invoice discrepancies.
• Oversee the P&F Uniform program for the department, including boots and safety gear. Assure an adequate inventory of coats for P&F staff and prepare purchase orders, as necessary, to maintain inventory. Assist, as necessary, with seasonal staffing including issuing uniforms, lockers and other required items.
• Maintain Maintenance Connection database. Responsibilities include, but are not limited to: logging and de-logging work orders, assigning and closing out work orders, maintaining and distributing reports to internal and external managers, tracking work orders upon request, updating and maintaining asset tree, labor module and preventative maintenance program, and ensuring service excellence for all external clients. Manage the retrieval and manipulation of data in preparation of reports and for budget justification. Follow up on all appropriate details as needed.
• Process daily labor records for all P&F employees to provide accurate payroll tracking information. Interpret and integrate daily records into department records system and provide reports to management as requested. Serve as liaison with Finance on payroll issues. Track and report overtime for P&F Departments and post monthly as required by union contract.
• Work closely with the P&F Managers on inventory control, review, and monitor purchasing policies and procedures to assure adherence. As directed, create contracts and process through close-out. Work with department managers to facilitate the Request for Proposals (RFP) process for stock and bulk purchases. Document competitive bidding and/or provide written competitive pricing documentation.
• Work closely with Administrative Support Manager, Senior Construction Project Manager, and project managers, as assigned, regarding budget tracking, purchasing, and contracts, and submit Construction-in-Progress reports to Finance on a monthly basis.
• Provide weekly updates to all P&F Departments of requested services and for revenue and non-revenue Society events that require department support. Attend Catered Events bi-monthly meetings related to Society events.
• Provide back-up support to the P&F Department in the absence of the Administrative Manager.
• Other related duties as required.

Position Requirements and Specifications
The requirements for this position include the following:

• High School graduate or equivalent (GED) required.
• Three years of both administrative office experience and construction or facilities purchasing experience required.
• Ability to assume an increasing level of responsibility and independence essential.
• Computer proficiency with Microsoft Outlook, Word, and Excel required. Experience with database packages essential.
• Must be accurate and have ability to use number key pad for data entry.
• Ability to work as part of a team and take initiative.
• Excellent organizational skills required.
• Strong interpersonal skills needed.
• Must possess effective problem-solving abilities, sound, logical decision-making skills.
• Must be able to effectively prioritize work and have an eye for detail and accuracy.
• Ability to work with little or no direct supervision.
• Must be able to maintain confidentiality of information.
• Experience and/or ability to work and interact effectively with a diverse, multicultural audience.
• Valid driver's license required. Illinois residents must possess a valid Illinois license within 90 days of hire. Valid out-of-state license required for out-of-state residents.

The preferred qualifications include:

• Associate's Degree in Business Management, Accounting or related field or equivalent combination of related training and/or experience is preferred.
• Prior experience working with budgets preferred.
• Knowledge of PowerPoint and other office software packages preferred.
• Knowledge of Maintenance Connection Database or other computerized work order system preferred.
• Prior payroll experience a plus.
• Multilingual ability, Spanish fluency a plus.

Additional Information
The Chicago Zoological Society is an Equal Opportunity Employer/Affirmative Action Employer - Minorities / Women / Veterans / Disabled.