Administrative Services and Records Manager (Zoo)

BREC Recreation And Park Commission for the Parish of East Baton Rouge•Baton Rouge, LA

3d•Onsite

About The Position

Under the direction of the Assistant Director of Business Operations and Development, the Administrative Services and Records Manager has the primary responsibility for the administrative support functions for the Zoo such as directing and compiling records, compiling and analyzing the daily attendance and revenue data, overseeing all Zoo contracts, reconciling Zoo data with Finance software, and formulating monthly budget justification reports and obtaining purchase orders and processing invoice payments. This position will assist with the preparation of the annual departmental budget and capital item requests. This position also prepares reports for analyzing attendance and revenue data including zip code demographics, weather data, and historical data on Zoo events. Work involves independent judgment and interaction with other Zoo and BREC employees as well as outside vendors.

Requirements

High School diploma or equivalent and Vo-tech school diploma or Associate’s degree in Business Administration, Office Management or closely- related field.
Valid Louisiana driver’s license.
Five (5) years of related experience in administration, business, or records management.
Knowledge of Louisiana laws, rules, and regulations governing records retention, destruction, and purchasing.
Knowledge of point-of-sale (POS) software and the ability to learn and become proficient in software programs adopted by BREC or the Zoo.
Proficiency in office electronic equipment including computers, projectors, cameras, copiers etc.
Proficiency in Microsoft Office Suite, particularly Excel.
Excellent math skills and analytical ability.
Excellent communication skills, both orally and written.
Ability to compile, analyze, and organize complex data and prepare reports.
Strong interpersonal and organizational skills with a high attention to detail.
Ability to manage multiple projects in a limited timeframe.
Ability to use good judgment or discretion with sensitive and confidential issues.
Ability to follow moderately complex written and oral directions.

Responsibilities

Compile, organize, and analyze information to be included in departmental and agency reports.
Maintain daily, monthly and annual attendance/revenue spreadsheets.
Compare & analyze data from finance software with Zoo data to determine causes of variances and to assist with monthly justifications.
Monitor Zoo revenue and expense budget line items and maintain spreadsheets on account status.
Review monthly budget data and prepare justification report for review by Director.
Assist with preparation of preliminary annual departmental budget.
Assist with preparation of specialized reports (Profit/Loss, Demographics, etc.).
Design spreadsheets when needed.
Assist with obtaining purchase orders and processing invoice payments.
Serves as liaison with Finance for purchasing, accounts payable, and accounts receivable functions.
Serves as liaison with BREC IT and POS system vendors to resolve point-of-sale system issues.