ANIMAL CONTROL ADMINISTRATIVE ASSISTANT

Description

BRIEF DESCRIPTION OF THE JOB:

The Administrative Assistant performs a variety of clerical and administrative functions, including, but not limited to, special projects administration, assisting in preparing various reports as needed, photocopying, filing, maintaining mailing lists, coding and processing invoices for payment, ordering supplies.

ORGANIZATIONAL RELATIONSHIPS:

This position reports to the Animal Control Supervisor. This is a non-supervisory position and has frequent contact with other City employees and vendors, and regular contact with the public.

Greets the public in person or via telephone responding to questions and requests and referring complex issues to the appropriate person, giving directions, and taking messages where appropriate

Data entry and basic excel spreadsheet calculations. Process invoices, purchase orders, work orders, and monthly reports using various software applications for Animal Control. Maintains inventory and orders for janitorial and misc. animal control and animal shelter supplies. Performs basic tasks to assist staff in purchasing and budget management.

Maintain office inventories, order office supplies, and receive and verify packing slips.

Maintain animal control inventories, order food, medicines, medical supplies, and other animal care and control equipment and supplies.

Ensure that patrons are greeted, communicated with effectively, and actively assisted. Screen and respond to inquiries and complaints, provide information on policies and procedures, and transfer to other Shelter staff, as appropriate. Take initiative to solve problems.

Makes, collates, distributes and mails copies of materials. Types memos, correspondence, requisitions. Assists with the administration of projects as assigned to animal control.

Prepare monthly and annual reports. Collect, process, and record financial information and transactions for fees collected.

Coordinate, process, and record daily financial transactions with public and shelter partner agencies. Processes accounts payable, budget preparation, and monitors daily operation of animal control budget.

Performs such other duties as may be assigned.

Qualifications

ACCEPTABLE EXPERIENCE AND TRAINING:

High School graduate, or its equivalent; plus at least two years of office experience and computer experience or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

CERTIFICATES/LICENSES REQUIRED:                                                                     

Valid Texas Driver's License