What are the responsibilities and job description for the Front Desk Receptionist position at It Takes A Village, Inc?
Front Desk Receptionist
It Takes A Village No-Kill Rescue – Owensboro
Job Summary
The Front Desk Receptionist reports directly to the Operations Manager, who reports to the Executive Director. This position works closely with the Medical Administrative Assistant and the Volunteer & Events Coordinator to ensure efficient daily operations and excellent customer service.
As the first point of contact for visitors, adopters, fosters, volunteers, donors, and community members, the Front Desk Receptionist provides exceptional customer service while supporting the daily operations of the shelter. The receptionist serves as the face of It Takes A Village No-Kill Rescue by greeting guests, answering phones, processing adoptions and payments, assisting with appointments, and maintaining an organized, welcoming front office. This position requires compassion for both people and animals, strong communication and organizational skills, and the ability to remain calm in a fast-paced shelter environment.
Schedule:Tuesday through Saturday. Closed Sunday and Monday. Additional hours may be required for special events, emergencies, or holiday coverage.
Essential Job Responsibilities
-Greet visitors, adopters, fosters, volunteers, and donors in a friendly, professional manner.
-Answer incoming phone calls promptly, return voicemails, and direct inquiries to the appropriate staff member.
-Provide accurate information regarding adoptions, fostering, volunteering, shelter policies, and general community resources.
-Schedule appointments for veterinary services and other shelter programs as directed.
-Assist adopters in completing applications and explain the adoption process.
-Process adoptions, foster paperwork, and other shelter documentation.
-Receive and process payments and issue receipts.
-Maintain confidentiality of adopter, foster, donor, volunteer, and client information.
-Maintain front office calendars and assist with scheduling as directed.
-Document donations and ensure donor information is accurately recorded.
-Stock office forms, adoption packets, brochures, and front office supplies while notifying management of low inventory.
-Assist with follow-up calls to adopters and fosters as assigned.
-Help maintain an organized, welcoming, and professional front lobby.
Customer Service Responsibilities
-Provide courteous, respectful, and compassionate service to every visitor.
-Educate the public on responsible pet ownership and shelter services.
-Help match adopters with appropriate pets by discussing their lifestyle and answering basic questions about available animals.
-Direct medical or behavioral questions to appropriate shelter staff.
-Handle emotional, upset, or difficult situations with professionalism and empathy.
-Represent It Takes A Village No-Kill Rescue in a positive and professional manner at all times.
Cleaning & Facility Responsibilities
-Keep the front desk, lobby, bathrooms, and reception area clean, organized, and sanitized throughout the day.
-Clean pet accidents in public areas promptly using proper disinfectants.
-Restock restroom and office supplies as needed.
-Assist with general housekeeping duties to maintain a welcoming environment.
-Monitor the front entrance to help prevent animals from escaping.
-Report maintenance or safety concerns immediately.
Administrative Responsibilities
-Operate Petstablished, ClinicHQ, Microsoft Office, Google Workspace, and other office equipment efficiently.
-Maintain accurate records related to front office operations.
-Assist with filing, copying, scanning, and other administrative duties.
-Support fundraising events, adoption events, and community outreach activities as needed.
Qualifications
-High school diploma or GED required. -Previous receptionist, customer service, cashier, or administrative experience preferred.
-Animal shelter, veterinary clinic, or nonprofit experience is preferred but not required.
-Strong verbal and written communication skills.
-Excellent organizational and multitasking abilities.
-Comfortable learning Petstablished, ClinicHQ, and other office software.
-Ability to work independently while collaborating effectively with staff and volunteers.
-Professional appearance and positive attitude.
-Valid driver's license preferred.
Physical Requirements
-Frequently sit, stand, bend, walk, and use a computer throughout the workday.
-Lift and carry up to 35 pounds independently.
-Occasionally assist with safely handling dogs and cats as needed.
-Work in an environment with animal noise, odors, cleaning chemicals, and occasional exposure to sick or stressed animals.
-Safely perform duties around animals of varying sizes and temperaments.
Employees are expected to:
-Treat every animal, visitor, volunteer, and coworker with respect and compassion.
-Follow all shelter safety protocols and standard operating procedures.
-Maintain confidentiality.
-Be dependable, punctual, and willing to assist where needed.
-Work cooperatively as part of the shelter team.
-Perform additional duties assigned by management to support the mission of It Takes A Village No-Kill Rescue.
It Takes A Village No-Kill Rescue is committed to saving the lives of homeless animals through rescue, adoption, education, spay/neuter initiatives, and community partnerships. Every member of our team plays an important role in providing compassionate care and outstanding service to both animals and the people we serve.
Pay: From $10.00 per hour
Work Location: In person
Salary : $10