Animal Services Business Manager

About the role

The incumbent will oversee administrative operations including financial and HR processes, procurement and purchasing, agenda preparation, contract coordination, software administration, and regulatory and records-retention compliance. They will serve as the primary liaison with Legal/General Counsel on contracts, grants, agreements, and other binding documents, and as the central point of contact for all County departments on administrative, contractual, and auditing coordination.

Responsibilities

• Manages administrative functions of the shelter, to include financial transactions, human resources, payroll, and acts as the computer system administrator
• Manages the creation, review, and submission of agenda items, ensuring compliance with County policies, procedures, and legal standards
• Serves as the primary liaison with Legal/General Counsel on contracts, grants, agreements, and other binding documents
• Serves as the central point of contact for all County departments on administrative, contractual, and auditing coordination
• Generates billing for local law enforcement agencies and assists these agencies with onboarding County tasks
• Serves as subject matter expert on records retention laws and ensures department-wide compliance with retention schedules and documentation requirements
• Oversees the procurement lifecycle, including RFPs, RFQs, bids, and contract administration, ensuring adherence to county and state requirements
• Performs purchasing coordination for the shelter, to include reconciliation/oversight of p-card use, generating purchase requisitions, processing invoices, management of relationships with suppliers, liaison with County A/P and Purchasing departments, and preparation of end-of-fiscal year reporting
• Manages accounts payable and receivable for the shelter by tracking receipts, and treasury deposits, balancing discrepancy resolutions, and managing various spreadsheets and supply budget and is point of contact for internal county audits
• Serves as shelter software administration point of contact, and ensures software is consistently utilized, updated, and audited
• Oversees recordkeeping compliance with shelter, local and State regulations, including archival and document retention policies and procedures
• Coordinates regular asset audits of shelter equipment
• Facilitates shelter regulatory compliance with veterinary personnel including DEA registrations, supplier license and credentialing requirements
• Reports all loss, risk, and safety issues or conditions to Director, including facilitation of worker’s comp reporting to County HR department
• Defines and develops shelter standard operating guidelines and ensures compliance
• Aids Director with jurisdictional and annual reports and data compilation
• Participates in, and prepares reports and budgetary updates for, weekly leadership meetings
• Performs special duties as assigned

Requirements

• Associates degree and four (4) years of progressive administrative/business management experience; OR an equivalent combination of education and experience
• Demonstrated management knowledge to include basic statistical methods, fiscal and budgeting practices and procedures
• Demonstrated experience in a purchasing capacity, to include quote process, product/materials/equipment sourcing, purchase requirements, PO processing
• Experience in navigating local, state, or national regulations
• Working knowledge of Microsoft Office Suite, to include Word, Excel, Outlook, Powerpoint, Teams and One Drive
• Excellent interpersonal skills in dealing with the public, co-workers and management
• Able to work independently and under pressure, in a high-volume office environment, producing accurate work and meeting established deadlines, while maintaining strict confidentiality
• Ability to determine priorities in scheduling time
• Maintain a satisfactory motor vehicle record
• Willing to work non-traditional work schedules including evenings, weekends and holidays
• Prior experience with Oracle software, WorkDay, Kronos software, and PetPoint

Qualifications

• Knowledge of animal health and well-being, including nutritional needs, common animal diseases and behavioral issues, proper and safe handling and restraints, caring for sick/injured/fractious animals, and pharmaceuticals commonly used in treatment of animal conditions
• Experience in animal behavior, health or welfare field
• Knowledge of equipment used in shelter animal surgery and medical care, including microscopes, small laboratory equipment, and surgical instruments

Skills

• Knowledge of animal health and well-being, including nutritional needs, common animal diseases and behavioral issues, proper and safe handling and restraints, caring for sick/injured/fractious animals, and pharmaceuticals commonly used in treatment of animal conditions
• Experience in animal behavior, health or welfare field
• Knowledge of equipment used in shelter animal surgery and medical care, including microscopes, small laboratory equipment, and surgical instruments
• Work experience with the following programs/software: Oracle, WorkDay, UKG/Kronos, PetPoint

Benefits

N/A

Pay

N/A

Schedule

N/A