Front Desk Receptionist/Administrative Assistant

Primary responsibility is serving as receptionist at our animal shelter during both open and closed hours. Other responsibilities include various administrative, communications, and data management tasks.

RECEPTION DUTIES

Assist Public and Adopters

• Warmly welcome guests, guide them to their interest area and track visitors using provided programs.
• Warmly welcome visitors before open hours for donation drop offs and other appointments as scheduled.
• Answer phones and public email account, responding to and forwarding questions regarding organization’s programs, processes, and procedures and inform/direct the public appropriately regarding animal adoption, animal surrender, donations, post adoption concerns etc.
• Provide appointment reminders to adopters, clinic clients, event attendees, and others via phone or email, and check in guests for appointments and events.
• Sensitively navigate emotional or frustrated guests/situations with patience and grace.
• Provide top notch customer service, always attentive to the needs of guests and animals alike.
• Assist visitors dropping off physical and monetary donation including recording and generating receipts as needed.
• Monitor internal calendar for adoption, post adoption and surrender appointments. including assisting with scheduling of appointments as requested by departments.
• Maintain organization of the front desk and filing system ensuring copies of forms are well stocked.
• Maintaining log books for lost and found pets and Animal Control.

ADMINISTRATIVE DUTIES

Data Entry and Inventory

• Assisting with timely and accurate data entry as it pertains to our programs including but not limited to animal adoption and Science Diet records.
• Responsible for inventory and printing of all forms, handouts, and releases kept at the reception area.
• Assisting with timely and accurate data entry of monetary donations, generating and mailing acknowledgment letters.

Communications

• Assist with bulk and custom mailings for event, fundraising, and post adoption correspondence.
• Updating public website as needed
• Assist with cultivating photos and stories for social media, newsletters, and other communications

REQUIREMENTS

• Must love people and animals alike, with strong interpersonal skills and a friendly, outgoing, and approachable demeanor.
• Must have strong time management and organizational skills with keen attention to detail.
• Must be creative and forward thinking; able to maintain a calm demeanor during busy and stressful situations in a fast paced and changing work environment.
• Must be a strong team player with solid conflict resolution skills, comfortable working with a variety of people from different ethnic, religious, and socio-economic backgrounds.
• Must be able to perform physical tasks such as sitting for long periods of time, bending and reaching, lifting a minimum of 50lbs.
• High school graduate or equivalent required.
• Experience in administrative work within the nonprofit sector or equivalent training preferred.
• Experience providing direct animal care to companion animals is strongly preferred.
• Must be skilled in Google Suite, Microsoft Office programs, and social media applications.

Position is part-time, with occasional holidays required and set weekly hours as follows:

• Wednesdays 8:30am - 5:30pm
• Thursdays 8:30am - 12:30pm
• Fridays 8:30am - 12:30pm
• Sundays 8:30am - 12:30pm

Job Type: Part-time

Pay: From $16.00 per hour

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 1 year (Preferred)

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $16