Office Administrator

…TRANSITIONS DOGS AND CATS TO LOVING HOMES, SERVES AS A COMMUNITY RESOURCE, AND ADVOCATES FOR
KIND, RESPONSIBLE PET CARE.

Job Description

Job Title: Office Administrator

Job Type: Part-Time

Hours: 12:15-5:45 p.m. on open days, typically Tuesday-Saturday.

6:45 a.m.-close on Pet Fixers clinic weekends.

Pay Rate: Hourly

Reports to: Executive Director

Job Summary

The Office Administrator is a paid position responsible for providing exceptional customer service to people seeking assistance through Great River Rescue's programs. This position serves as the primary point of contact for visitors, callers, adopters, and Pet Fixers clinic clients, while supporting daily administrative operations, animal adoption services, and front office functions.

The Office Administrator plays a vital role in creating a welcoming experience for every person who interacts with Great River Rescue while ensuring efficient office operations and maintaining accurate organizational records.

The Office Administrator must support Great River Rescue’s (GRR) mission, philosophies and practices. Superior customer service, consistent humane handling of animals, and fundraising are priorities for every GRR staff member and volunteer. Performs duties in a safe and professional manner that is in accordance with GRR’s Code of Conduct.

Specific Job Duties

Client Service

• Provide exceptional customer service to all.
• Answer questions regarding GRR programs, services, policies, and procedures.
• Assist people seeking services, and other resources.
• Build and maintain positive relationships.
• Assist with scheduling appointments, completing applications, and submitting required documentation.
• Facilitate animal visitations and provide accurate information regarding each animal's known medical and behavioral history.
• Staff the front desk during monthly weekend Pet Fixers clinics.
• Ensure every client interaction reflects Great River Rescue's mission and commitment to compassionate service.

Office Administration

• Prepare the front desk and lobby each business day by ensuring supplies, forms, and informational materials are stocked and organized.
• Monitor, receive, distribute, and respond to incoming communications.
• Maintain organized paper and electronic filing systems.
• Keep files, records, manuals, forms, and materials current, organized, and distributed.
• Maintain accurate client and animal records.
• Assist with, coordinate, and monitor visitation and adoption appointment schedules.
• Review adoption applications prior to scheduled appointments.
• Guide adopters through the adoption process.
• Assist with photographing animals, adoptions, and preparing accurate biographies and online profiles.
• Process daily financial transactions, and prepare bank deposits.
• Maintain confidentiality of all client, employee, donor, and organizational records.
• Record in-kind donations and ensure donated items are properly stored.
• Maintain shelter statistics and reports.
• Manage lost and found pet listings.
• Maintain the Adopt-a-Kennel program records and distribute monthly participant updates and photos.
• Maintain membership records and prepare renewal notifications.

Other Duties

• Maintain a clean, organized, and welcoming lobby, meeting room, visitation room, and restroom throughout the day.
• Help maintain a safe environment for staff, volunteers, visitors, and animals.
• Maintain current Safety Data Sheets (SDS) and a complete inventory of chemicals in accordance with Occupational Safety and Health Administration (OSHA) requirements.
• Assist coworkers and volunteers by providing guidance and communicating animal medical and behavioral information as appropriate.
• Support coworkers with daily operations and administrative needs.
• Stay informed about the medical and behavioral needs of current shelter animals.
• Demonstrate compassionate and humane treatment and handling of all animals.
• Participate in special projects and perform other duties as assigned by Animal Care Team Members, Leads, Supervisors, Managers, or the Executive Director.

Skills/Qualifications

• High school diploma or GED equivalent.
• Previous customer service experience.
• Passion for animal welfare and a love of dogs and cats.
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively with staff, volunteers, professionals, and the public.
• Basic proficiency with office procedures, computer programs, and internet applications.
• Ability to learn new software systems.
• Friendly, professional, patient, and compassionate demeanor.
• Ability to prioritize, multitask, and adapt in a fast-paced environment.
• Strong critical thinking, sound judgment, and excellent problem-solving abilities.
• Strong forward thinking and planning skills.
• Basic knowledge of animals and animal care.

Preferred Qualifications

• Experience working in a customer service position, veterinary clinic, animal shelter, or nonprofit organization.
• Some college or undergraduate coursework.

Requirements

• 12:15-5:45 p.m. on open days, typically Tuesday-Saturday.
• 6:45 a.m.-close on Pet Fixers clinic weekends.
• Attend regular staff meetings as scheduled.

Benefits

• Worker’s Compensation insurance
• Time and a half holiday pay
• ESST accrued at a rate of 1 hour for every 30 hours worked, capped at 80 hours

Work Conditions

• Works in an area with a high noise level.
• Requires handling of animals and exposure to fumes from cleaning chemicals.
• Subject to animal dander, bites and scratches.
• Exposure to biological and potentially zoonotic agents.
• Required to adhere to staff dress code at all times.
• May be required to work beyond the scheduled hours.

Great River Rescue is an equal opportunity employer. This position description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned. It in no way states or implies that these are the only duties to be performed by the employee occupying this position. Great River Rescue reserves the right to revise or change job duties and responsibilities as the need arises and as business requires. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

Job Type: Part-time

Pay: From $14.00 per hour

Education:

• High school or equivalent (Required)

Experience:

• Customer Service: 1 year (Required)
• Administrative: 1 year (Required)

Work Location: In person

Salary : $14