Job Description

BEAUMONT PETS ALIVE 501(C)(3) ORGANIZATION. WE CREATE PROGRAMS TO SAVE ANIMALS MOST AT RISK OF EUTHANASIA. OUR GOAL IS TO PREVENT ANIMALS FROM ENTERING A SHELTER, AND FOR THOSE THAT DO, GET THEM OUT ALIVE. WE ARE A NO-KILL ORGANIZATION.

THE  OFFICE ASSISTANT IS OUR CLIENT’S FIRST CONTACT WHEN CALLING OR VISITING AND AS SUCH CARRIES A SIGNIFICANT ROLE WITHIN OUR OFFICE TO ENSURE EXCEPTIONAL CUSTOMER SERVICE. THE POSITION WILL MAINTAIN THE PROFESSIONAL ENVIRONMENT BY ANSWERING PHONES, SCHEDULING APPOINTMENTS, DATA ENTRY AND PERFORMING SPECIAL PROJECTS AS NEEDED. THIS ROLE REQUIRES A PERSON WHO IS ORGANIZED, UPBEAT, HAS A POSITIVE ATTITUDE AND EXCELLENT COMMUNICATION, CUSTOMER SERVICE AND COMPUTER SKILLS. THE BEAUMONT PETS ALIVE OFFICE ASSISTANT ALSO PROVIDES ADMINISTRATIVE SUPPORT FOR OTHER DEPARTMENTS AS NEEDED WHEN THEIR WORK SCHEDULE PERMITS.

DUTIES & RESPONSIBILITIES:

IN ACCORDANCE WITH ORGANIZATIONAL POLICIES, DUTIES INCLUDE BUT ARE NOT LIMITED TO:

• PROVIDE A WELCOMING ENVIRONMENT AND EXCELLENT CUSTOMER SERVICE TO EVERYONE WHO VISITS BEAUMONT PETS ALIVE INCLUDING VOLUNTEERS, FOSTER PARENTS, POTENTIAL ADOPTERS, DONORS AND OTHER GUESTS.

• SUPPORT STAFF WITH INTRODUCTIONS BETWEEN ADOPTERS/FOSTERS AND DOGS.

• ASSIST IN THE PROCESSING AND INTAKE OF NEWLY ARRIVED DOGS AND CATS.

• MAINTAINS POSITIVE RELATIONSHIPS WITH OTHER SHELTERS AND CLINICS AND KEEPS AN UP TO DATE RESOURCE GUIDE.

• ASSIST WITH ADOPTION PROCESS AND CONTRACTS AS NEEDED, A PROCESS PAYMENT VIA SQUARE OR PAYPAL, OR CREDIT CARD MACHINE.  

• MONITOR ADOPTION EMAILS AND SET UP APPOINTMENTS

• RESPONSIBLE FOR HANDLING HIGH VOLUME OF PHONE CALLS AND EMAILS.

• SCHEDULING ADOPTER APPOINTMENTS

• PHYSICALLY HANDLING CATS AND DOGS.. ASSIST WITH VET TECH AS NEEDED.  WE WILL TRAIN

• DATA ENTRY FOR ALL ADOPTER APPOINTMENTS

• MAINTAIN OFFICE FILING AND STORAGE SYSTEMS

• DATA ENTRY OF ANIMAL INFO/BEHAVIOR/PICS TO AVIMARK, PETFINDER, FACEBOOK 

• DISTRIBUTE/FILE ALL INCOMING MAIL.

• RESEARCH, TYPING, CORRESPONDENCE, FAXES, AND FILING.

• ANSWERS TELEPHONE AND RESOLVES ISSUES OR DIRECTS THE CALLER TO THE APPROPRIATE STAFF PERSON. WILL TRANSFER CALLS TO VOICEMAIL IF A STAFF PERSON IS UNAVAILABLE.

• RECEIVE, RETRIEVE AND RESPOND TO MESSAGES, BY PHONE, VIA E-MAIL & GOOGLE VOICE 

• ASSISTS WITH OTHER CLERICAL DUTIES SUCH AS PHOTOCOPYING, FAXING, FILING AND COLLATING

JOB REQUIREMENTS:

• BILINGUAL ABILITIES ARE A PLUS, BUT NOT REQUIRED.

• PREVIOUS EXPERIENCE IN AN OFFICE SETTING REQUIRED.

• EXPERIENCED ADMINISTRATIVE PROFESSIONAL WHO IS DEPENDABLE AND HIGHLY ORGANIZED WITH BUSINESS MATURITY, DISCRETION, ENTHUSIASM, AND A POSITIVE ATTITUDE.

• TECHNOLOGICALLY LITERATE WITH STRONG COMPUTER SKILLS INCLUDING FAMILIARITY WITH MICROSOFT OFFICE AND GOOGLE SUITE, AND OTHER COMMONLY USED SOFTWARE.

• GOOD INTERNET SKILLS, INCLUDING USE OF E-MAIL PROGRAMS AND GROUP MESSAGING.

• GOOD ORGANIZATIONAL SKILLS AND RECORD KEEPING (ATTENTION TO DETAIL IS CRITICAL).

• CHEERFUL PRESENCE AND PEOPLE SKILLS.

• GOOD ORAL AND WRITTEN COMMUNICATION SKILLS.

• SELF STARTER WHO CAN WORK INDEPENDENTLY.

• SKILL IN ESTABLISHING PRIORITIES AND MANAGING WORKLOAD.

• ABILITY TO FOLLOW DIRECTIONS AND MULTITASK.

• POSITIVE ATTITUDE AND WILLINGNESS TO HELP OTHER STAFF AND FUNCTION AS A TEAM MEMBER

• INTEREST IN LEARNING AND DEVELOPING NEW SKILLS

• MUST BE PUNCTUAL AND MAINTAIN REGULAR, PREDICTABLE ATTENDANCE

• MAINTAINS STANDARDS OF CONDUCT (AS LAID OUT IN THE EMPLOYEE HANDBOOK) AND DOES NOT PARTICIPATE IN GOSSIP, ALSO HAS THE ABILITY TO FOLLOW THE CHAIN OF COMMAND AND WORK WELL WITH OTHERS.

• ORGANIZED WITH AN ATTENTION TO DETAIL

• THE ABILITY TO MULTITASK AND WORK IN A FAST PACE ENVIRONMENT

• FLEXIBILITY AND WILLINGNESS TO REPRIORITIZE THROUGHOUT THE DAY WHEN UNEXPECTED CATS AND DOGS ARRIVE AT OUR DOOR NEEDING HELP. FEW DAYS GO AS PLANNED IN A SHELTER ENVIRONMENT, BE PREPARED FOR FOR ANYTHING.

• MUST BE WILLING TO WORK WEEKENDS AND HOLIDAYS AS NEEDED. OUR ANIMALS ARE HERE SEVEN DAYS A WEEK AND RELY ON OUR STAFF FOR CARE EVERY DAY.

PHYSICAL REQUIREMENTS:

SOME WORK MAY BE PERFORMED IN A KENNEL/SHELTER SETTING AND/OR OUTDOORS (RAIN OR SHINE)

DISCLAIMER: THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY A PERSON ASSIGNED TO THIS CLASSIFICATION. THEY ARE NOT TO BE CONSTRUED AS AN EXHAUSTIVE LIST OF ALL RESPONSIBILITIES, DUTIES, AND SKILLS REQUIRED OF PERSONNEL SO CLASSIFIED. ALL PERSONNEL MAY BE REQUIRED TO PERFORM DUTIES OUTSIDE OF THEIR NORMAL RESPONSIBILITIES FROM TIME TO TIME, AS NEEDED.

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