Administrative Services Coordinator

Milwaukee County oversees operations from our Airport, Behavioral Health, Child Support Enforcement, Combined Court Operations, Sheriffs Department, Community Reintegration Center, Human Services, Parks, Public Safety, Public Works, Fleet Operations, Transportation, and at the Zoo. Our departments are also dedicated to our Seniors in the Department on Aging, those with Disabilities, and Veterans Affairs. Our employees also remain committed to serve the cultural, human, recreational and social needs of the entire community.

Milwaukee County offers a wide variety of interesting jobs for people who want to make a difference in our community. Milwaukee County provides a competitive benefit package and is an Equal Opportunity Employer. If disability related accommodations are needed, please contact 414-278-3936. For submitted application inquiries please contact careers@milwaukeecountywi.gov. Please note: an online application must be submitted for consideration.

We are searching for Changemakers to come and join our team and discover our diverse and versatile community of independent spirits and unique talents, we are redefining the way you think about Milwaukee County!

Administrative Services Coordinator

Milwaukee County Zoo

Hourly Pay Range: $28.21 - $42.30

Closing Date: 10/30/2025 or upon receipt of the first 50 applications

Job Summary: The Administrative Services Coordinator provides high-level administrative, operational, and project coordination support to Zoo leadership. This position is central to maintaining efficient office operations, coordinating Zoo-wide communication and scheduling, supporting fiscal and HR, and managing a variety of special projects. The incumbent ensures administrative consistency across departments, promotes process improvements, provides leadership and supervision to assigned administrative staff, and contributes to a culture of collaboration, accountability, and continuous improvement across the Zoo as well as a proactive and resourceful approach to problem-solving. This position may require occasional evening or weekend work to meet project deadlines or support Zoo events.

Essential Responsibilities:

• Coordinate meetings, prepare agendas and minutes, and manage Zoo correspondence and internal communication. Maintain shared files, drives, and collaborative sites. Ensure documents, policies, and procedures are current. Support leadership with reports, presentations, and committee coordination.
• Monitor office budgets, prepare credit card logs, and review fiscal reports for the Deputy Zoo Director. Oversee general office operations, including equipment, supplies, and vendor coordination. Maintain Zoo-wide photo directory, phone listings, and related programming. Serve as backup to the Senior Executive Assistant.
• Coordinate public records requests and ensure compliance with document retention requirements. Prepare payroll and vendor reconciliation reports and assist with budget preparation. Support the capital budget cycle, prepare reports, and maintain organizational charts.
• Serve as the Zoo's Notary Public. Lead contact for furniture, office moves, and workspace planning. Participate on Zoo committees and assist with project development and planning to enhance organizational efficiency.
• Supervise the work and performance of the Finance Youth Apprentice and Administrative Assistant. Provide leadership through motivation, engagement, feedback, support, and development. Maximize employee and team effectiveness.
• Schedule and direct work assignments and authorize time recording. Coordinate the recruitment, hiring, orientation, training, and evaluation of the team. Maintain a positive culture of collaboration, accountability, and respectful behavior.
• Serve as Zoo-wide Dayforce administrator, coordinating global schedule updates. Monitor overtime and sick usage; ensure timely and accurate approval of time records. Troubleshoot time clock issues with Central Payroll and generate custom reports as needed. Maintain and manage the Zoo-wide onboarding checklist. Coordinate employee onboarding/offboarding related to system access and email groups.
• Assist supervisors with new employee equipment needs and serve as a resource for HR policies, Work Rules, and procedures. Update Job Evaluation Questionnaires (JEQs) in partnership with the HR Business Partner. Collaborate with HR on employee recognition programs and related reporting.
• Perform all other duties as assigned.

Minimum Requirements:

• Current resident of Wisconsin.
• Possession of a Wisconsin Driver's License, able to be maintained throughout employment.
• Possession of a High School Diploma or G.E.D. equivalent.
• At least five (5) years of progressively responsible administrative or office management experience.
• At least one (1) year of supervisory or management experience.
• Advanced knowledge of all related computer and software applications, such as word processing and spreadsheets.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Advanced proficiency with payroll and accounting systems.

Preferred Qualifications:

• Bachelor's Degree or higher in Business Administration, Public Administration, a related field or equivalent experience.
• Experience in the public sector or large organizations.
• Advanced proficiency with Smartsheet.
• CFO C-Suite support experience.

NOTE: This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.

APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION

Milwaukee County is committed to fostering an equitable working environment, free from discrimination and harassment, on the basis of any characteristic protected by law. We prohibit any form of discrimination, harassment based on race, color, religion, sex, gender, gender identity or expression, sexual orientation, pregnancy, pregnancy related condition, national origin, age, disability, FMLA status, sexual orientation, military status, marital status, or any other category or status that is now or in the future protected by federal, state, and local law. We maintain a drug-free workplace and perform pre-employment substance abuse testing, background checks and pre-employment physicals subject to job requirements. If special accommodations are needed, please contact 414-278-3936.