Administrative Assistant-Animal Control

To Apply:

Please complete the online application found at www.jeffcomo.org Resumes are accepted as supplemental information only and will not be used as a substitute for the application, you must complete the application in full.

JOB SUMMARY

The position involves performing professional administrative office support, applying various research techniques and methods and control procedures in the development and operation of administrative systems, programs, policies and practices for the assigned division. Work involves the performance and supervision of a full range of clerical duties, document processing and general office and division support functions, conducting and supervising customer service.

ESSENTIAL JOB FUNCTIONS

Performs administrative and clerical functions for an individual position, managerial group or entire department.

• Performs a variety of complex, specialized administrative and clerical functions requiring the application of county and/or department policies and procedures and the exercise of standards.
• Maintains a variety of files and records, prepares and verifies all departmental invoices, processes bills for payment.
• Records personnel absence and vacation records.
• Ensures that office equipment is maintained properly.
• Answers incoming inquiries both written, and otherwise.
• Reviews pending correspondence, conducts analysis, takes appropriate action, and responds appropriately in timely manner.
• Arranges and manages all inter-office schedules and appointments.
• Prepares, maintains and files daily correspondence, reports, directives, and legal notifications.
• Assists department head in budget preparation and daily control activities.
• Records financial transactions of the department.
• Prepares and verifies all bills, processes bills for payment and submits to director for approval.
• Acquires and maintains records of purchase orders.
• Collects all fees and processes for deposit.
• Collects and summarizes data for special and periodic reports, updates master files, orders supplies and forms, prepares user policies regarding office procedures and operations for staff, writes and updates instructions, guidelines and scheduled reports.
• Exercises confidentiality in the performance of job duties, including knowledge of the content of personnel evaluations, organizational recommendations, legal documents, contracts and comparable highly sensitive information.
• Assures security of files.
• Composes correspondence involving application of established policies and procedures. Independently responds to correspondence of a routine nature.
• Performs a variety of clerical duties for a department head, including arranging meetings, booking travel and accommodations and maintaining confidential files.
• Receives, opens, logs, sorts and distributes mail.
• Screens telephone calls and answers requests for information or routes to appropriate staff.
• Collects, reviews, and submits employee time sheets to payroll department.
• Scans and maintains document files.
• Performs work at assigned location during specified business hours.
• Performs related additional duties as required and assigned.

For Animal Control

• Assists the Animal Control Manager in developing and implementing goals, objectives, priorities, policies and procedures for the Animal Control Division.
• Issues citations for applicable violations of county ordinance for animals redeemed from the Animal Resource Center.
• Dispatches calls to Animal Control officers.
• Facilitates and processes paperwork for animal placement with licensed Missouri rescue groups.
• Professionally handle all incoming phone calls and create service requests for Animal Control Officer response where appropriate.
• Process the intake of animals brought into the Animal Resource Center.
• Process paperwork necessary for registration of microchips.
• Process and record animal licenses submitted by citizens either in person or by mail.
• Handle public records requests in accordance with Sunshine Law requirements.
• Monitor, respond to, and process emails sent to the Division’s email, maintaining clear and timely communication.
• Greet and assist shelter visitors, providing excellent customer service.
• Process all financial transactions, ensuring accuracy and proper documentation.
• Prepare and submit monthly paperwork to the Auditor in an organized and timely fashion.
• Order all office supplies and handles all print requests for the Division.
• Receives incoming faxes and distributes accordingly.
• Maintain effective communication between office, field, and shelter staff using various communication tools such as cell phones, radio, email and in person.
• Perform general clerical duties including answering phones, assisting walk-in customers, distributing mail, and completing data entry tasks.
• Process and resolve issues related to returned checks.
• Assist in training new division employees in basic clerical tasks and ShelterNet operations.
• Oversee the organization and purging of old files, ensuring an efficient filing system.
• Handle donations (both monetary and goods) brought into the Animal Resource Center by the public and produce necessary receipts for said donations.
• Verify the accuracy of incoming deliveries and process them accordingly.
• Organize and file monthly paperwork in the appropriate storage systems.