Admin Assistant (Customer Service Rep)

Posting number: 202500402

Department: Public Safety

Division: Animal Care Center

Job classification: ACC - Admin Assistant (Customer Service Rep)

Posting type: Open

Categories: Animal Services

Summary

Under general supervision, performs customer service, administrative & clerical support for the Animal Care Center day-to-day operations. Assists Medical Supervisor, shelter technicians and veterinarian; assists kennel attendants and surgery technicians with animal paperwork; processes all animals coming into and out of the facility; receives inquiries and assists the public with processing animals for spay/neuter appointments, vaccine appointments, and general inquiries regarding public services offered; receives all inquiries via email and phone; reconciles financial reports daily. A fast-paced environment that requires efficiency and the customer service representative to rotate monthly to different stations onsite.

Examples of duties

1. Functions as initial contact with shelter & clinic customers both in person, via email and by phone. Prepares lobby for opening at designated time. Answers voice messages, emails and telephone; provides accurate information to callers and/or forwards calls to appropriate staff person.
2. Prepares paperwork, creates kennel and adoption cards, takes intake and adoption pictures and enters required information into the computer for the animals brought to shelter daily.
3. Reviews intake tickets, enters required information into computer and makes contact with microchip vendor to acquire necessary animal owner/shelter/clinic information in attempts to assist in locating animal owner.
4. Collects money following shelter procedures for services rendered, donations, adoptions, fines, etc. by Animal Care Center while maintaining a daily transaction report for money tracking and auditing. Prepares deposit and money transaction report for Supervisor daily.
5. Prepares pre-surgical paperwork, schedules community cat and spay/neuter & vaccine appointments, surgical take home packets, foster vaccination appointments and enters required information into the computer for the animals in house and public animals.
6. Prepares all public medical records for entry.
7. Assists shelter technician with holding dogs and/or cats for routine clinic appointments.
8. Operates and oversees the maintenance of a variety of office equipment.
9. Evaluates the efficiency of and makes recommendations for changes in department policies and procedures.
10. Assists co-workers in any areas necessary.
11. Performs other related duties as required.

Qualifications

• PetPoint Animal Management Software
• Clinic HQ
• E-Bill Express

Supplemental information

• High School Diploma or GED and one year of customer service experience or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.
• Must be computer literate, have experience with Microsoft office programs (Word, Excel, Outlook, Publisher)
• Must possess a valid driver’s license, have reliable transportation and be able to pass the required pre-employment physical and background check.
• Must be able to work weekends and able to lift 40 pounds.
• Must be able to work in a fast-paced environment