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Administrative Assistant

2 months ago

Belleville, United States Belleville Area Humane Society Full time
Job DescriptionJob DescriptionSalary: 16-18

ADMINISTRATIVE ASSISTANT 

GENERAL SUMMARY 

The Administrative Assistant will be responsible for coordinating administrative shelter tasks, answering phones, and facilitating customer service interactions with customers in the lobby. The assistant will also collaborate with the Co-Directors, and other Department Managers to reach strategic goals for BAHS. The assistant will work with Directors to insure the enrichment of all BAHS pets.

SUPERVISOR: Savannah McDonald, Co-Executive Director

PAY RATE: Pay rate starts at $16/hr, Wednesday - Saturday 9:30am - 5pm and Sunday 10am - 3pm. Benefits included. May increase to 40 hours per week if mutually agreed. 


REQUIRED QUALIFICATIONS: 

  • Strong organization skills
  • Strong phone customer service skills
  • Non-judgmental attitude
  • Commitment to anti-racism, equity, and inclusion 
  • 2-years of customer service
  • Computer proficient and able to learn shelter software 


DESIRED QUALIFICATIONS: 

  • Animal care experience 
  • Non-profit experience a plus 


JOB SKILLS 

    • Good written and verbal communication skills 
    • Excellent customer service experience and skills 
    • Highly organized, motivated, and detail-oriented
    • Organized and able to set priorities
    • Experience managing budgets
    • Experience leading and managing staff and volunteers
    • Experience working with CRMs and/or client management systems
    • Able to work well in a team environment with the public, co-workers, and volunteers
    • Demonstrate emotional maturity and good judgment
    • Knowledge of common shelter diseases and veterinary medications
    • Knowledge of animal breeds and behavior
  • Committed to the mission, values, and goals of the Belleville Area Humane Society
  • Flexible and willing to help with jobs outside of this job description

REQUIREMENTS: 

  • Physical ability to clean kennels and cages required 
  • Able to handle large animals 
  • Allergies that are aggravated by animals or cleaning supplies may be a disqualification 
  • Able to work outside in all weather conditions 
  • Able to stand, kneel, walk for up to 8 hours per day 
  • Able to lift up to 50 pounds


RESPONSIBILITIES/DUTIES: 

  • Greet customers, answer phones, and return calls in a courteous manner providing excellent customer service to all clients
  • Provide professional service to customers, visitors and volunteers while promoting and educating the public on the organization’s mission, values, goals, success, services, programs and activity 
  • Share educational materials as needed with customers and the public about animal care, behavior, and training
  • Support Shelter Administrator in assembling thank you letters, addressing envelopes, and other associated tasks
  • Coordinate appointments for pet food pantry, domestic violence program, and vaccine clinic 
  • Manage and input medical records for pets attending vaccine clinic, including inputting clinic paperwork (service sheet and rabies paperwork)
  • Assist with finalizing adoptions through shelter software, including completing adoption contracts with clients and uploading completed paperwork to shelter software 
  • Prepare database reports via shelter software to provide metrics on community outreach outcomes managing data for each program including adding animals for microchip registration, add to the waitlist, and process payments
  • Support volunteers with proper shelter, facilities, volunteer, community service, adoption, foster, intake, medical and enrichment protocols


This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. This job description does not establish a contract for employment. The Belleville Area Humane Society is an at-will employer.