Administrative Assistant II- Animal Control

Basic Function

Provide timely and accurate financial transaction processing for the Animal Control Division. Perform clerical, purchasing, timekeeping, and financial functions for Animal Control.

SALARY: 7A

REPORTS TO: Animal Control Manager

POSITIONS SUPERVISED: None

Typical Duties

1. Maintain and reconcile soft ledger accounts for Animal Control. Initiate and process purchase orders, check requests, change notices, budget transfers, IGCP charges, refunds for various services, and travel arrangements. Process invoices for payment and track all expenditures.
2. Assist with ; answering phones, taking messages, fielding questions, greeting the public, providing technical information, and directing calls to appropriate staff.
3. Reconcile and monitor division operating budget. Assist Animal Control Manager with compiling budget related information and preparing the budget document.
4. Balance daily receipts and prepare bank deposit. Process charitable donations and deposit to appropriate accounts. Serve as Petty Cash Custodian. Maintain petty cash files and perform monthly reconciliations.
5. Prepare monthly billings for cremation services. Track and deposit all payments
6. Order and maintain office and/or operating supplies. Prepare RFQ's and other procurement documents. Draft/track professional services agreements, contracts and contract amendments.
7. Serve as timekeeper, fixed asset custodian, and records manager for the division.
8. Provide clerical support, perform data entry and prepare monthly statistics. Process and distribute mail. Compose correspondence, ordinances, staff reports, grant paperwork, memoranda, and other documents. Maintain office files and financial records in accordance with applicable rules and records management protocol.
9. May be required to provide administrative assistance in the Emergency Operations Center (EOC) during EOC activations.
10. Serve as Notary Public for division.
11. Provide back-up to Admissions Clerks and other duties as assigned.

Position Requirements

MINIMUM QUALIFICATIONS:

1. High school diploma or equivalent and two years of office experience that includes extensive contact with the public, procurement, and cash handling.

2. One (1) year computerized bookkeeping or accounting-related coursework preferred.

3. Experience with accounting and budgeting is preferred.

4. Demonstrated ability to operate a personal computer (Microsoft Windows, MS Word, Excel and Access required); type with speed and accuracy. 10 key by touch.

5. Ability to have and maintain a valid driver's license and to meet insurance standards and maintain insurability under the Borough's insurance program. If personal automobile is used for Borough business, proof of insurance at statutory limits must be provided. (A CURRENT COPY OF DRIVING RECORD WILL BE REQUIRED UPON REQUEST)

KNOWLEDGE, SKILLS, AND ABILITIES

1. Ability to write legibly and communicate effectively both orally and in writing.

2. Demonstrated ability to interpret and explain regulations, policies and procedures to the public, coworkers, and outside agencies, and respond in a pleasant and courteous manner often times in stressful and hostile situations.

3. Must be able to establish and maintain effective working relationships.

4. Ability to multi-task and perform work in an organized and professional manner in a fast-paced work environment.

5. Ability to work after hours during emergencies

6. Ability to become proficient and maintain proficiency on shelter database and software

7. Ability to deal effectively and harmoniously with the public and maintain effective working relationships with other employees; possess excellent customer service and telephone skills.

8. Ability to perform work in an organized and professional manner sometimes under stressful situations with short deadlines. Proven ability to proficiently multi-task.

9. Ability to maintain confidentiality of information and use of independent judgment.

OTHER

1. Ability to obtain Notary Public within six (6) months of hire.

2. A PROFICIENCY TEST MAY BE ADMINISTERED TO ALL QUALIFIED APPLICANTS.

3. This position requires a criminal background investigation and a credit history background check.

Additional Information

JOB CONTACTS:

Frequent interdepartmental business contact; continuous routine public contact and frequent contact involving outside organizations/agencies, vendors, contractors and other governmental agencies.

JOB RESPONSIBILITY:

Supervisor responsibilities: does not supervise; experiences minor problems daily and occasional major ones that must be resolved on own initiative with little immediate supervision; the consequences of error, carelessness or mistaken judgment require normal effort to recover.

WORK ENVIRONMENT:

General office where conditions are pleasant but with somewhat disagreeable conditions (noise and odors); minor accident probability exists; requires short periods of light lifting, pushing or pulling lbs.).

Application Procedure:

Apply Online

Individuals interested in applying for this position must submit a completed online application on or before the closing date and time as specified in the Job Posting. Online applications can be located at

For additional information please call or the Borough Direct Job Line at

The Borough complies with the Americans with Disabilities Act (ADA). If you need an accommodation to participate in the interview/selection process, please be sure to complete this section of the online application.

AN EQUAL OPPORTUNITY EMPLOYER

Job Type: Full-time

Pay: $28.21 per hour

Benefits:

• Dental insurance
• Flexible spending account
• Health insurance
• Retirement plan
• Vision insurance

Work Location: In person