SECRETARY II - ANIMAL SHELTER

Job Summary

This position performs complex administrative duties and provides support delivering exceptional customer service and managing vital financial records. Employee handles public inquiries, educates the community on animal control regulations, and assisting with day-to-day shelter operations. The individual in this role contributes directly to advancing the shelter's mission of animal welfare and community education.

Essential Job Functions

• Maintain regular and prompt attendance; physically present to work.
• Greets visitors, potential adopters, and the general public in a friendly professional manner. Maintain a welcoming and organized front desk environment.
• Educate the public on proper pet ownership, animal care, and local animal control ordinances.
• Input and update information into the shelters database, ensuring accurate financial transactions.
• Maintain organized records for animal intake, adoptions, medical treatments, and other shelter services to include transmittal forms.
• Prepare, review, and send invoices to the cities the shelter is contracted with, ensuring accurate financial transactions.
• Process payments for services like animal reclaims, adoptions, and other shelter-related fees.
• Create requisitions and purchase order (P.O.s) for necessary supplies and services.
• Assist with adoption events, ensuring all logistics, paperwork, and animal records are properly handled.
• Prepares for Animal Control Board Meetings by organizing agenda, minutes, and materials both before and after meetings
• Assist with budget preparation by gathering all pertinent information regarding donations, expenses, and supplies.
• Answer phone calls, emails, and responds to inquiries about the shelter including animal control regulations, and adoption procedures.
• Perform administrative duties to include record-keeping, scheduling, and data entry ensuring accuracy and efficiency in the shelter's daily operations.

• Support shelter staff with operational tasks, ensuring a clean and safe

environment for both animals and visitors.

• Performs all similar or related duties as assigned.

• May be required to work beyond normal business hours at night and/or on weekends in response to emergency situations.
• Provide compassionate care and support for animals, ensuring their well-being, comfort and safety during their stay at the shelter.

Minimum Qualifications & Requirements

• Must have a high school diploma; or equivalent
• Must have 1 to 3 years of experience in the related field.
• Basic Animal Control Certification within 6 months of employment.
• Must have a current valid Clas "C" Driver's License and be insurable
• Applicant must pass pre-employment criminal background check and drug screen at City's expense.
• Must successfully complete Emergency Management and Incident Command training within first three months of hire date.
• Bilingual in English and Spanish is preferred, as you will communicate with a diverse community of pet owners, volunteers, and adopters

Knowledge, Skills & Abilities

• Ability to meet and interact with the public effectively and appropriately.
• Knowledge of shelter management software for tracking animal data, adoption

records, and other operational metrics.

• Demonstrate strong problem-solving skills by identifying and resolving issues

proactively to improve shelter operations.

• Ability to maintain confidentiality and professionalism when dealing with sensitive information ensuring compliance with ethical standards and legal requirements.
• Knowledge of city ordinances related to animal control and shelter operations, or the ability to quickly learn and apply them.
• Proficient customer service skills, computer skills, business mathematical skills, bookkeeping, recordkeeping, and clerical skills.

Working Conditions/Physical Demands

• Regular exposure to heat/cold, dust, damp conditions, animal odors, bites, scratches, animal waste and moderate noise levels.
• Handle chemicals that can be harmful to skin or self if exposed tot hem for long periods of time without the proper PPE.
• Must be able to sand, walk, sit, talk and hear, stoop, bend, squat, kneel, grasp, grip, and reach above and below shoulder level and frequently lift, push or pull up to 30-40 lbs. and occasionally 60lbs.
• This is a safety sensitive position subject to drug and alcohol testing.

Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so assigned to this position. This job description does not constitute an employment agreement and is subject to change as the needs and requirements of the job change.

Any applicant selected for employment with the City of Weslaco must receive satisfactory results from pre-employment drug testing, references, background checks, and credential verification.