Office Assistant 

 

The Purpose of the Position:

To provide the best possible administrative support to the animals of the Outer Banks SPCA.  This position must adhere to the Outer Banks SPCA policies, as well as the standards of animal welfare of the organization. The Office Assistant is responsible for overseeing all aspects of the front office and providing excellent service to all customers and animals entering the building. The Office Assistant is primarily the first point of contact for visitors; therefore, it is always essential to remain polite under all circumstances. The Office Manager performs a variety of daily clerical support functions often related to Animal Services, animal inventory, animal adoptions, lost pet reports, and other miscellaneous support requests. The Office Assistant performs duties under the supervision of the Director of Shelter Operations.

 

Responsibilities

• Provide professional customer service

• Answer phone calls and check/respond to messages in a timely manner

• Return phone calls and deliver messages promptly

• Conduct monetary transactions

• Batch report

• Cash Box

• Intake animals using PetPoint software

• Outcome adoptions using PetPoint software

• Manage office supplies and conduct inventory

• Receive, sort, and manage incoming and outgoing mail

• Provide animal care help only when needed

• Receiving and dispatching calls to Animal Control Officers in a timely manner

• Provide monthly animal reports in a timely manner

• An employee must always remain in the office; if the manager or assistant is stepping away, a staff member must be assigned to watch the front desk.

• Some weekend shifts are required. 

• Other duties as assigned.

 

Knowledge

• Basic knowledge of computer use and Microsoft Office Software

• Professional, customer service experience preferred

• Animal care experience preferred

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Skills

• Ability to work independently and as a team. Builds and maintains relationships.

• Ability to recognize and rectify short falls within their realm of responsibility.

• Logical, goal oriented, uses resources and tools available, and asks questions to gather information.

• Energetic, productive, committed and effectively uses time.

• Speaks clearly, listens actively, and communicates effectively.

• Takes direction, clearly and accurately performs the tasks requested.

• Appropriate use of various forms of communication (phone, email, face-to-face)

• Puts animal care and customer service above all else.

 

Working Environment

Being an open admission shelter, the working environment can be unpredictable and stressful at times.

 

Commitments

This position usually consists of up to twenty hours a week and is considered a part time position.  At times there may be an increased level of commitment.

 

Physical Demands

This position, particularly the animal cleaning and care portions, are extremely physical and require someone of sound body to perform the necessary tasks.  There will be lifting of fifty pounds or more at times. This position requires regular and humane handling of dogs over fifty pounds that will pull, jump, and attempt to knock you over.  Strength, balance, and stamina are physical staples of this position.

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Environmental Conditions

This job does require direct contact with animals.  Animals can be unpredictable at times and employees are expected to exercise caution when handling them.

 

Mental Demands

Animal Sheltering is an extremely emotional and sometimes daunting task.  Stress management inside and outside the work place is critical to performing at optimum standards.

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