Administrative & HR Specialist

Caldwell Zoo Administrative & HR Specialist

Department: Finance

Reports To: HR Generalist

FLSA Status: Non-Exempt

Job Summary: The HR & Administrative Specialist provides vital administrative and HR support while overseeing the zoo’s safety programs and intern program. Additional responsibilities include coordinating staff training, managing travel logistics, and supporting IT and equipment needs.

Job Duties/Responsibilities:

• Receive quotes and assist with the selection and ordering of computers, printers, and other electronic equipment.
• Troubleshoot electronic equipment and internet access issues and schedule and coordinate service calls from IT and/or service companies when needed.
• Arrange and coordinate zoo-wide upgrades and updates of electronic equipment when needed.
• Maintain employee email accounts, domain name registrations and website hosting.
• Collaborate with the Registrar for AZA accreditation preparation.
• Organize staff events.

• Lead, attend, and actively participate in monthly Safety Committee meetings; maintain detailed notes and distribute them to all managers.
• Assign quarterly safety inspections, track inspection results, and submit work orders as needed.
• Assist with presentation of the monthly safety award (Safety Monkey), including ordering pizza and arranging delivery.
• Support Safety Committee members with tasks such as maintaining SDS notebooks, preparing weekly safety training topics, and related safety documentation.
• Organize the annual Safety Breakfast and coordinate recognition for yearly safety winners.
• Order safety T-shirts and sweatshirts for eligible staff.
• Coordinate annual organizational safety training, TB testing, and CPR/AED training for staff.

• Manage and oversee travel logistics for staff, including airfare, hotel accommodations, ground transportation, and related arrangements.

• Post internship openings, review applications, conduct interviews, and complete reference checks.
• Coordinate HR paperwork, housing arrangements, onboarding, orientation, uniforms, and first-day logistics for interns.
• Serve as the primary supervisor for the internship program, providing guidance, oversight, and support to interns throughout their assignment.
• Serve as a point of contact for intern questions, concerns, and workplace issues.
• Coordinate intern evaluations, feedback, and end-of-internship documentation.

• Organize HR compliance trainings.
• Assist with the creation and distribution of the HR newsletter.
• Assist with employee anniversary cards and recognition.
• Support HR during annual benefits open enrollment.
• Assist with posting job openings, tracking applications, and scheduling interviews.
• Communicate with candidates regarding interview scheduling and hiring timelines.
• Assist with background checks, reference checks, and pre-employment documentation.
• Assist HR with seasonal hiring (weekends in January required).
• Assist with the preparation and processing of seasonal new-hire onboarding packets and termination packets.
• Support preparation for internal or external audits as needed.
• Coordinate new employee onboarding, including scheduling orientations, preparing materials, and ensuring completion of required forms.
• Coordinate communication between HR, supervisors, and IT for employee onboarding and offboarding needs.
• Maintain employee personnel files (physical and electronic) in accordance with record retention and confidentiality requirements.
• Ensure confidentiality of employee and organizational information at all times.
• Assist HR leadership with compliance tracking related to employment laws, training requirements, and audits.
• Prepare routine HR reports and summaries as requested.
• Order and maintain HR-related supplies and materials.
• Assist with data entry and updates in HR systems and databases.

Job Qualifications:

• Bachelor’s degree in Human Resources, Business Administration, Communications, or a related field; or an equivalent combination of education and experience.
• Minimum of 1–2 years of administrative, HR, safety, or office coordination experience preferred.
• Experience working in a fast-paced environment and…