Vet Clinic Office Manager

POSITION OVERVIEW

The ideal candidate is bilingual, fluent in both English and Spanish, and able to work four 10 hour days per week - Wednesday through Saturday. 

The Office Manager will report to the on-site Veterinarian/Medical Director and will be responsible for the day-to-day operations of the Desert Hot Springs Veterinary Clinic, so that medical staff can devote their time to providing quality medical care. The Office Manager’s leadership skills will be applied to drive business results, and develop an engaging team environment. Along with the medical services provided, this position will ensure that clients and patients have a positive experience when they visit the clinic. 

All responsibilities are to be carried out in accordance with The Greater Palm Springs Friends of the Palm Springs Animal Shelter standards, policies, and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: 

• Hire, train and manage non-medical staff.
• Maintain staff schedule; review and approve time off requests; review and approve staff timesheets. 
• Manage client account deliverables and receivables. 
• Mediate and problem solve in the moment staff and client issues that arise.
• In the event of vacancies or absences, fulfill the necessary duties of the front desk staff to ensure the smooth running of the organization. 
• Manage CARE account application process and work with Finance Manager to apply funds to low-income client accounts. 
• Help maintain up to date Standard of Protocols for the Clinic (sanitation; animal handling; medical care;customer service; cash handling, etc.)
• Work with the Facilities Manager to coordinate all needed repairs and/or improvements.  
• Work with medical staff to ensure that all equipment is in good working order. Coordinate needed service, repair and/or inspection. 
• Maintain Clinic safety guidelines within OSHA requirements.  
• Monitor inventory and order office supplies. 
• Track invoices and prepare Clinic bills. Code invoices for Finance Manager. 
• Process incoming deliveries and mail. 
• Balance daily transactions. 
• Ensure client and pet records are up to date.
• Provide education to clients about pet health and well-being. 
• Maintain a clean, orderly and safe work environment through the lobby, hallways, restrooms and exam rooms. 
• Ability to work a flexible schedule, which may include evening, weekends and holidays. 
• Participate in clinic meetings as requested. 
• Other duties as assigned.

STANDARDS OF CONDUCT

• Leadership – Maintain a positive, upbeat role, promote and exemplify The Greater Palm Springs Animal Allies values and represent departmental objectives and interests to internal and external customers.
• Customer Service – Follow up on complaints, questions, and concerns; respond to internal/external customer needs in a friendly, timely and efficient manner.
• Teamwork - Develop and promote teamwork and cooperation among co-workers.
• Safety – Comply with established safe work practices and attend to all safety-related training provided or made available by the DHS Facilities and/or the Palm Springs Animal Shelter. 

QUALIFICATIONS – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Minimum one year work experience at a Veterinarian Clinic or Animal Hospital.
• Minimum of one year of supervisor/manager work experience.
• Customer service experience needed. 

Required Technical / Other Skills and Abilities

• Confidence using computer and veterinary software.
•  Proven ability to lead others effectively.
• Strong interpersonal skills and the ability to relate to a variety of people from diverse backgrounds.
• Strong written and verbal communication skills. 
• Preferably, fluent in English and Spanish.
• Ability to function well either independently or as part of a team.
• Excellent attention to detail, well organized, and the ability to reprioritize. 
• Ability to work in the presences of animals, strong odors and cleaning solutions. 
• Ability to handle stressful situations.
• Computer skills including Google Suite, MS Work, Excel, etc. Ability to learn new software as needed. 
• Ability to perform basic mathematical calculations, including counting cash and reconciling payments and receipts. 

Physical demands summary: Extensive computer and phone work. Intermittent sitting, standing and walking. (Note; a full list of physical demands will be provided to all viable job candidates.)

Required Licenses/Certifications

• None

Salary : $25 - $28