Animal Services Administrative Assistant

Bay County•Bay County, FL

4d•Onsite

About The Position

This role involves a wide variety of office, technical, bookkeeping, dispatch, customer service, and related support duties for the Animal Control Division. The position requires establishing close cooperative working relationships with supervisory personnel, other employees, personnel from other public and private sector agencies, and the general public. Extensive public contact and superior customer service skills are essential. Work is performed under the direction of the Animal Control Division Manager and is reviewed through conferences, reports, and observations of results obtained.

Requirements

High school diploma or the equivalent.
Two (2) years’ related experience or any equivalent combination of related training and experience including bookkeeping and preparation of reports.
Possession of or ability to obtain and maintain a valid Florida driver license upon offer of employment with a driving record acceptable to the County Driving Policy and insurance program.
Knowledge of County ordinances, law enforcement and health regulations pertaining to animals and related legal procedures.
Knowledge of modern office procedures, practices, and equipment.
Knowledge of departmental policies and operations as applied to the work performed.
Knowledge of modern office filing systems and procedures.
Knowledge of modern standard bookkeeping principles, practices, and procedures.
Knowledge of record keeping procedures.
Knowledge of practices, policies, and procedures pertaining to the operation of an Animal Services Facility or small animal shelter/kennel environment.
Proficiency in the use of MS Word, Excel, and Outlook is essential.
Ability to have outstanding project management and organizational skills.
Ability to comprehend, speak, and read the English language.
Ability to maintain good interpersonal and communication skills to deal with the public.
Ability to work and maintain reliable full-time attendance.
Ability to communicate well with others, both orally and in writing.
Ability to maintain confidentiality in all department or division matters.
Ability to understand and follow complex oral and written instructions.
Ability to establish and maintain effective working relationships with other office employees, supervisory personnel, other employees, and the general public.
Ability to maintain clerical records of some complexity and to prepare reports from such records.
Ability to demonstrate superior customer service skills.
Ability to understand and make work decisions in accordance with department and/or division rules, regulations, policies, and procedures.
Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
Ability to perform a wide variety of clerical, secretarial, bookkeeping, and administrative support tasks with accuracy and speed under the pressure of time-sensitive deadlines.
Ability to deal effectively with the public, especially during emotional and stressful situations.
Ability to work indoors and outdoors in all weather conditions.
Stooping, crouching, walking, pulling, lifting, grasping, hearing, visual acuity (i.e., seeing up close, seeing far away, depth perception), kneeling, reaching, pushing, talking, standing, climbing, finger movement, repetitive motions.
Dealing with animals, alive or dead, capturing, restraining, handling, lifting up to 100 lbs. and carrying up to 100lbs.

Nice To Haves

Evening and weekend work may be required.
May be subject to emergency management situations that may require working afterhours, weekends, and holidays.

Responsibilities

Receives and screens visitors, telephone calls, faxes, mail, and messages directed to office personnel.
Answers the phone, provides information to the public in a professional and polite manner, and forwards calls and/or information to the appropriate person.
Answers animal control calls, explains policies, and forwards information to Animal Control Officers as needed.
Dispatches animal control calls to the officer on duty.
Coordinates travel arrangements.
Maintains inventory and purchases supplies for the office.
Creates entries and updates the website as necessary.
Assists in the development of shelter volunteer and foster programs.
Performs administrative duties for the Animal Services Manager.
Prepares and maintains documents, letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports.
Responds to letters or memoranda within assigned areas of responsibility and drafts responses to other letters or memoranda for review and approval by manager.
Listens to and processes complaints from the public relating to Animal Services operations and takes appropriate action to resolve or refer such complaints.
Processes documents, papers, and interprets and applies rules, policies, and regulations in accordance with prescribed procedures and guidelines.
Troubleshoots office machine and/or computer problems and calls for outside assistance as needed.
Prepares schedules, assignment sheets, newsletters, bulletins, and time-sensitive narrative and statistical reports as instructed and requested by the Animal Services Manager.
Copies, packages, and distributes a variety of materials as requested.
Arranges appointments and coordinates conferences, notifies participants, prepares and distributes agenda and accompanying materials, arranges meeting details, and follows up on decision items.
Requisitions supplies and materials for the Animal Services Department as necessary.
Compiles and maintains records relating to personnel, including training activities, sick leave, vacation, overtime, and related records.
Prepares and processes payroll for the Animal Services personnel and prepares related reports.
Collects data for and prepares statistical reports on operations, financial and other activities, and special projects.
Maintains reference books, journals, and other publications.
Conducts basic research on matters relating to department and division operations and activities.
Coordinates and assists with special programs and projects, as needed.
Attends meetings, conferences, and workshops as requested and authorized.
Processes purchase orders and accounts payable after approval from the Animal Services Manager.
Performs other related duties as assigned.