Administrative Support Specialist

Location: Kendalia

Job Type: Hourly, Full-time, Non-exempt

Website: www.wildlife-rescue.org

Mission: To rescue, rehabilitate, and release native wildlife and to provide sanctuary,

individualized care, and a voice for other animals in need.

History: Established in 1977, Wildlife Rescue & Rehabilitation (WRR) receives over 10,000 wild

animals per year for rehabilitation and release as well as providing permanent sanctuary for more

thanresidential, non-releasable indigenous wildlife, non-native wildlife (large mammals,

primates, reptiles, and birds) and farmed animals. Wildlife Rescue is located onacres in the

beautiful Texas Hill Country, near Austin and San Antonio. The Roger and Phyllis Sherman

Animal Care Complex (SACC) is located in north-central San Antonio.

Description: The Administrative Support Specialist must be highly organized, detail-oriented,

and self-motivated to ensure that WRR’s business office runs efficiently. Essential

responsibilities include communicating with all employees, vendors, and the public, managing

the department’s office supplies, addressing all tasks in a timely manner, and fulfilling all billing

requirements and financial reconciliations. In addition, they provide general administrative

support to the Director of Operations and the Executive Director.

Key Responsibilities

Financial Management

Manage all department expense purchase orders including confirming proper account coding.

Collect all bills and invoices, process for payment, and then enter the charges and coding into
QuickBooks Online accounting software.

Once approved by the Director of Operations (DOO), print and mail checks on a weekly basis
and prepare reports.

Maintain accurate and up-to-date records for all accounts payable and paid invoices.

Reconcile multiple monthly credit card accounts and vendor credit accounts.

Coordinate with the Gifts and Records Specialist and maintain contact with the contracted
bookkeeper to ensure monthly reconciliations.

Account for and log all donations that come in daily and weekly from the mail as well as
animal rescue donations from the Sherman Animal Care Complex, Kendalia Receiving, and

Hospital.

Process payroll on a semi-monthly basis through Execupay payroll software, including the
verification of hourly staff work hours.

Maintain accurate and complete personnel records with updated forms when submitted to
reflect accurate payroll, rent deductions, and benefit changes.

Create and issue monthly utility invoices for onsite staff housing tenants.

Submit the Quarterly Sales Tax Reports for gift shop merchandise.

In conjunction with the DOO, work with the contracted CPA firm for annual audits, ensuring
all requested files are organized and available when required.

Collect and maintain vendor W-9 records for annualprocessing.

Administrative Support

Answer phone calls, pick up and deliver daily mail at the post office. Ensure that all
communications are relayed to the appropriate staff person or department manager in a timely

manner.

Along with the DOO and the Gifts and Records Specialist, maintain the administrative
building to include weekly cleaning.

Maintain all other WRR administrative files, including vehicle information, organizational
insurance, and other items.

Monitor supplies, create purchase orders for approval, and then place orders for general office
needs, paper supplies, and equipment.

Assist the DOO with the management of organizational contracts.

Create new hire packets and administer the onboarding overview of policies and benefits.

Follow up with new employees via email to provide all employee log-ins and benefit
information after onboarding.

Complete new employee setups including the use of E-Verify and IntelliCorp.

Follow procedures to enter payroll changes for new or terminated employees, including the
addition or deletion of benefits.

Maintain complete personnel and employment files with updates as required (Benefit Files, I-
9’s, Mutual of America, Worker’s Comp Claims) and follow security measures to protect all

personal information.

Other duties as assigned by the DOO, Executive Director, and President/Founder.

Knowledge Base

Bachelor’s degree or relevant experience.

Minimumyears’ bookkeeping or accounts payable experience, administrative or human
resources experience preferred.

Strong attention to detail, time management, communication, and organizational skills.

Compensation: Salary is $18.00 - $20.00 per hour along with employee benefits. WRR pays 55%

towards medical and dental policies, life insurance and short-term disability provided 100%,

days of annual, accrued PTO withpaid holidays. This position works on location atOld

Blanco Road in Kendalia, Monday through Friday. Training is provided. This position reports to

the Director of Operations.

Persons interested in applying for this position should email a cover letter & resume to:

Wildlife Rescue & Rehabilitation, Inc.
Attn: Michelle Elble, Director of Operations

P.O. Box 369, Kendalia, TX

Email: WRRapplication@wildlife-rescue.org

Phone: (830) 336-2725, ext.

Equal Opportunity Employer