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Office Associate

3 months ago

Arlington, United States Animal Welfare League of Arlington Virginia, Inc Full time
Job DescriptionJob DescriptionBenefits: We offer premium medical benefits, dental and vision insurance; separate vacation and sick time accruals, 12 annual paid holidays plus 3 annual floating holidays; and flexible working hours. After 2 years of employment, employees qualify for a retirement contribution of 7%. This position also qualifies for the Public Service Loan Forgiveness Program and the League pays a salary bonus for language ability in: Arabic, Mandarin, Sign Language, Spanish or Vietnamese. Plus, free pet adoptions, pet vaccines and more

Summary: The Office Associate is responsible for providing administrative, clerical and IT support services in order to ensure effective and efficient operations of the League’s administrative office. The Office Associate is responsible for equipment maintenance, daily paperwork, filing, preparing documents for management as needed and is a liaison for the human resources department. This position is full time, on-site position - not remote or hybrid. Hourly range ($17.50 - $19.50)

Responsibilities include the following however other duties may be assigned:
  • Manage voice mail and phone system for the League including maintenance of phone equipment and condensing the current voicemail script
  • Maintain billing accounts for all League office equipment and services including janitorial, copier, postage meter and others as assigned
  • Manage maintenance contracts on office equipment and ensure necessary repairs
  • Manage Bluefin credit card system and onsite vending machine
  • File the League’s custody and owner surrender records
  • Distribute daily paperwork to various departments on a regular basis
  • Take minutes during staff meetings and distribute to all League staff in a timely manner; this includes setting up the room for meetings and providing snacks 
  • Acts as liaison for alarm system and ensure all staff are trained on how to operate it; adds and removes alarm codes as needed
  • Organize the copier room and sort office supply donations
  • Oversee annual staff holiday party and any ad hoc office parties
  • Maintain (by reminding contributors to add new content) the All-Staff Weekly Newsletter and share/publish it on a weekly basis
  • Maintain the annual kitchen/fridge cleaning schedule and calendar
  • Organize Office Cleaning Day
  • Act as liaison with computer maintenance vendor, coordinate tasks when IT services technician is on site or working remotely
  • Maintain computer, laptop and tablet inventory
  • Maintain an organized server room
  • Maintain current copier room mailboxes, creating name tags and mailboxes for employees
  • Order uniforms, polos, and fleece vests for staff and maintain Lands’ End business store
  • Order business cards and name plates for new staff and staff transitions
  • Ensure desk/computer/phone set up for new staff by coordinating with the hiring manager
  • Schedule staff vaccinations upon new hire as well as bi-annually for current staff
  • Maintain spreadsheet with current staff vaccines history along with hard copies of vaccine records
  • Maintain and update staff contact list, phone extensions and org chart via Organimi
  • Maintain a clean, organized work space. This may include filing paperwork, sorting donations, and light daily cleaning
  • Support the human resources department as needed
Qualifications:
  • Two plus (2+) years of professional work experience in a similar role, preferably in an animal welfare environment
  • This position requires the individual to be self-directed while also being able to take direction from a variety of managers
  • Ability to work with others in a wide variety of circumstances and with a diverse group of individuals
  • Hard-working, and collaborative
  • Positive and professional image in representing AWLA, both internally and externally ·
  • Ability to pass a background clearance
  • Knowledge of office systems and IT; advanced IT knowledge helpful but not required
  • Familiarity with office management procedures and basic accounting principles
  • Excellent interpersonal and written communication skills
  • Hard working and collaborative
  • Flexible schedule with availability to work weekends, evenings, and holidays as needed
  • Ability to work comfortably with and around animals in the office
  • Detail oriented with proven organizational and follow through skills
  • Able to set priorities and manage a variety of personalities
  • Strong computer literacy and excellent knowledge of MS Office, Word/Excel and Google platform
  • Discretion with confidential information
Typical physical & mental demands: Requires frequent bending, reaching, stooping, kneeling, walking/standing, eye-hand coordination and manual dexterity sufficient to operate a keyboard, telephone, photocopier, calculator and other equipment or machinery. Will have exposure to injured and deceased animals, disinfectant solutions, and variable indoor and outdoor temperatures. May assist in animal restraint and deal with distressed or dangerous animals, and could be subject to bites and scratches. Requires manual dexterity to keep a strong animal on leash or operating a door while holding a strong animal on leash simultaneously. May be required to lift heavy items or animals (upwards of 50 lbs) and be otherwise physically active. Requires normal range of hearing and eyesight to communicate with the public, volunteers, staff, and animals. Also requires flexibility and adaptability to work with frequent interruptions. Must be comfortable around dogs, cats, small companion animals, reptiles, amphibians and wildlife.

Vaccination requirement: Upon hire, employees will be required to receive rabies prophylaxis and tetanus vaccinations.

We welcome applications from people of color, indigenous people, LGBTQ individuals, and other communities that have been marginalized and disproportionately impacted by violence and abuse. We aim to maintain a diverse and dynamic workforce and are committed to providing equal employment opportunities (EEO) to all employees and applicants for employment and promotions without regard to race, color, religion, gender, sexual orientation, gender identity, marital status, veteran status, age, national origin, disability, or any other basis protected by federal, state or local law. Applications will be considered on a rolling basis and positions remain posted until filled. No phone inquiries, please. The Animal Welfare League of Arlington is a 501(c)3 non-profit organization.
 

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