Administrative Assistant

Job Summary: The Appalachian Highlands Humane Society is looking to hire a new team member! The Administrative Assistant plays a vital role in ensuring smooth communication and operations within the animal welfare organization. This individual is the first point of contact for visitors, callers, and general inquiries. Responsibilities include answering the phone, responding to in-person visitors, processing paperwork, and supporting the office with administrative tasks. The role requires exceptional customer service skills, attention to detail, and an understanding of the organization’s mission to advocate for animal welfare.

Key Responsibilities:

• Phone Reception:
• Answer and direct incoming calls, taking messages as needed.
• Provide information to callers, including details about the organization’s services, hours of operation, and upcoming events.
• Screen calls and transfer to appropriate staff members or departments.
• Visitor Reception:
• Greet and assist visitors in a courteous and professional manner.
• Direct visitors to the correct staff or department.
• Ensure that visitors sign in and follow organization policies and safety procedures.
• Paperwork Processing:
• Assist with processing paperwork related to animal intake, adoption forms, donations, and other organizational documents.
• Maintain accurate records and files, ensuring that documents are organized and easily accessible.
• Help prepare and update animal profiles, medical records, and other forms as required.
• Administrative Support:
• Provide general administrative support, such as photocopying, filing, and preparing materials for staff and visitors.
• Assist with scheduling appointments, meetings, and events.
• Help with inventory management for office supplies and materials.
• Communication:
• Maintain effective communication with the Office Manager and other staff members regarding office needs, inquiries, and administrative tasks.
• Relay important information to staff, volunteers, and external partners in a timely and professional manner.
• Customer Service:
• Exhibit strong customer service skills, ensuring that all interactions with visitors, donors, and community members are positive and professional.
• Help resolve inquiries or concerns related to animal welfare, donations, and services, escalating issues to appropriate staff when needed.
• Miscellaneous Tasks:
• Assist with event planning and coordination, including fundraising or community outreach events.
• Perform other duties as assigned by the Office Manager or other supervisory staff.

Job Requirements:

• Education and Experience:
• High school diploma or equivalent (required).
• Previous experience in office administration, customer service, or animal welfare (preferred).
• Skills and Abilities:
• Excellent verbal and written communication skills.
• Strong organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Basic computer skills, including proficiency with Microsoft Office Suite (Word, Excel, Outlook).
• Ability to remain calm and professional in stressful or high-pressure situations.
• Strong customer service skills with a friendly and approachable demeanor.
• Other Qualifications:
• Interest in or passion for animal welfare and advocacy.
• Ability to work independently and as part of a team.
• Flexibility to handle changing tasks and responsibilities.
• Willingness to learn and adapt to the organization’s policies and procedures.
• Physical Requirements:
• Ability to sit or stand for extended periods.
• Ability to lift and move office supplies or paperwork (up to 25 lbs).

Working Conditions:

• The position is primarily performed in an office environment.
• Occasional weekend or evening hours may be required for special events or emergencies.

This job description outlines the primary duties and responsibilities of the position. It is not intended to be a comprehensive list of all tasks or responsibilities. Other duties may be assigned as needed to ensure the effective operation of the organization.

Job Type: Full-time

Pay: From $13.00 per hour

Expected hours: 40 per week

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• 8 hour shift
• Weekends as needed

Work Location: In person

Salary : $13