The Administrative Specialist’s role provides administrative support for the organization’s executive leadership. It encompasses a wide range of administrative tasks, from organizing office documents to facilitating preparations for board meetings and assisting with correspondence. Beyond administrative duties, this position also involves basic bookkeeping responsibilities like coding transactions, processing deposits, and meticulously maintaining records pertaining to financial transactions, invoices, and expenses. This position is responsible for data analysis and reporting including compiling departmental data on a weekly basis and submitting monthly reports to Shelter Animals Count and Shelter Pet Data Alliance.

Major Duties and Responsibilities:

● Assists the CEO with board meeting preparations including preparing board packets, communicating meeting reminders and logistics to the board, setting up the meeting room, and ensuring proper filing and storage of board meeting documents and materials.

● Assists with preparations for the monthly staff meeting.

● Oversees the daily collection, recording, and distribution of mail.

● Assists with accounts receivable and payable by making bank deposits, coding transactions, and uploading them to the accountant for further processing while maintaining meticulous financial records.

● Maintains the debit/credit card expense log, codes transitions, and uploads receipts to the accountant.

● Manages petty cash including recording petty cash disbursements, tracking expenses, balancing the cash to the transaction log, and recharging the cash through a bank withdrawal.

● Performs thorough research on bookkeeping inquiries and promptly addresses questions from the accountant, CEO, and Directors.

● Works with departmental leadership to compile and consolidate key performance indicators on a weekly and monthly basis. Ensures reports are submitted on time and with accuracy to Shelter Animals Count and Shelter Pet Data Alliance.

● Updates the Cheyenne Animal Shelter website with cumulative monthly performance data that reflects the shelter's ongoing achievements and statistics.

● Monitors and manages store inventory levels, ensuring adequate stock availability, and orders new inventory as required.

● Assists with other data entry needs as assigned, including entering donations into the CRM, helping to reconcile event revenue and expenses, importing data from third party sites to the CRM and/or Quickbooks.

● Assists in setting up and planning for Shelter events, including public workshops, donor recognition events, open houses, fundraising events, etc.

Other duties as assigned

Job Qualifications

Required: Associate’s degree and/or two years of experience. Ability to type quickly while maintaining accuracy. Proficiency in Google Docs and Microsoft Office. One year experience in database management. Excellent communication skills. Detail oriented. Must be able to maintain confidentiality.

Desired: Bachelor’s degree in accounting or business. Prior experience using Quickbooks and Bloomerang programs. Previous bookkeeping and fundraising experience in a non-profit environment.

Knowledge, Skills, Abilities

● Teamwork and communications

● Time Management

● Excellent customer service

● Public and volunteer relations

● Written and verbal communication

● Computer knowledge and abilities

● Able to prioritize tasks and delegate efficiently in a fast-paced environment

● Able to work a flexible schedule, including evening and weekend shifts, as required

● Able to work independently and as a team

● Desire to promote a culture of inclusiveness, excellence, transparency, and trust

● Creative and dynamic thought processes

Working Conditions:

Work Environment: Most work is performed in normal shelter and office setting. Computer use up to eight hours a day; exposure to high noise levels, zoonotic diseases, and animal bites/scratches when handling animals. Potential exposure to dangerous/fractious animals. Exposure to cleaning agents; exposure to all weather conditions. Occasional weekend and evening work as required.

Physical Activities: Occasional lifting and carrying of up to 50 pounds without assistance and more with assistance. Frequent computer use. Potential for standing, walking, sitting up to eight hours or more per day; Bending, reaching, squatting, kneeling, pulling, pushing, cleaning; Driving a car or large service vehicle;

**All new employees are required to take a drug screen and there are random drug screens throughout employment. There is also a background check before being hired. **

Note: Must be at least 21 years of age; must hold a valid Driver License and have and maintain an insurable driving record.

Job Type: Full-time

Pay: $16.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Cheyenne, WY 82007: Relocate before starting work (Required)

Work Location: In person