Administrative Specialist

Union-affiliated, non-exempt position in Animal Control, reporting to the Animal Control Director.

About the role

The Administrative Specialist performs public contact of a clerical nature in a high-volume animal-shelter environment. Serves as an entry-level specialist, providing information to departmental staff and the general public, operating shelter-specific office equipment, and maintaining accounting records in the absence of the Administrative Assistant.

Responsibilities

• Screens and prioritizes incoming calls from citizens requesting animal-control assistance during emergencies and routine matters.
• Monitors and operates two-way radio dispatch to assist animal-control officers in the field.
• Provides front-line customer service to the public, emergency and medical personnel regarding animal bites, form completion, rabies-confinement procedures, and legal notifications to pet owners.
• Monitors shelter access; screens and intervenes with animals as needed; directs visitors to adoption/viewing areas and provides adoption information.
• Performs data entry for pets, pet owners, and bite reports.
• Maintains permanent shelter records: animal-bite reports, daily deposits, rabies inoculations, and registrations.
• Troubleshoots computer software to ensure efficient clerical operations.
• Performs clerical functions: copying, sorting and distributing mail, faxing, assisting with mass mailings, and filing.
• Accepts monies, provides receipts, and reconciles accounts for fines, rabies tags, adoptions, and redemptions; prepares daily deposits.
• Communicates sensitive information to pet owners, including euthanasia processes, while maintaining a humane and caring attitude toward animals.
• Serves in a lead capacity to train new staff on job skills and computer software.
• May cross-train for other Animal Control positions and may require overtime or weekend hours.

Requirements

• High school diploma or GED with one year of related office/clerical experience or equivalent combination of education and experience.
• Proficiency in database technology and networked computer systems.
• Knowledge of grammar, spelling, and punctuation.
• Ability to perform basic arithmetic: addition, subtraction, multiplication, division, percentages, and decimals.
• Excellent organization, record-keeping, and problem-solving skills; ability to handle multiple tasks with interruptions.
• Familiarity with office equipment: copier, multi-line phones, fax machine, two-way radio, cameras, and computers.
• Ability to elicit information from irate, upset, or anxious callers and work with little supervision while maintaining confidentiality.
• Ability to establish and maintain effective working relationships, work in a stressful environment, and diffuse stressful situations.
• Ability to read and comprehend simple instructions, correspondence, and memos; write simple correspondence; and present information effectively to co-workers and the public.
• Ability to carry out detailed written or oral instructions and use deduction to solve problems.

Physical demands

• Frequently required to sit, talk, and hear.
• Occasionally required to stand, walk, use hands to finger/handle/feel, reach with hands and arms, stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 10 pounds.
• Requires close vision, distant vision, and depth perception.

Work environment

• Normal office conditions with noise levels ranging from quiet to moderate to loud.

Schedule

Tuesday–Friday, 10:00 am–3:00 pm.