What are the responsibilities and job description for the Administrative Assistant position at Alaqua Animal Refuge, Inc.?
POSITION PURPOSE The role of the Administrative Assistant is to manage the front office and gift shop area to ensure a positive guest experience and that the daily operations of Alaqua Animal Refuge are supported. In this position, you will perform a wide range of administrative and office support activities for the Refuge and/or managers and supervisors to facilitate the efficient operation of the organization.
ESSENTIAL FUNCTIONS
- Welcome guests to the refuge and provide assistance in a friendly, positive manner
- Answer, screen and transfer inbound phone calls, ensuring all calls and messages go to the correct person. Assist callers by providing information and guidance to inquiries
- Respond to all “Info” emails in a timely manner. Forward any emails pertaining to other staff to the appropriate person.
- Guarantee the office voicemails are checked and responded to in a timely manner
- Create kennel cards and profile forms for all intakes.
- Assist the Adoptions team with adopters filling out applications
- Create, update, and confirm accuracy of all kennel cards throughout the refuge
- Manage supply inventory: Order, receive, and disburse supplies to the right department
- Verify Shelterluv and Facebook information is updated and accurate
- Assist with preparing and mailing donation letters/labels
- Manage retail store: maintain inventory, process orders, and mailing items
- Manage SQUARE for retail
- Ensure gift shop/welcome area is stocked, organized, and presentable
SUPPORTIVE FUNCTIONS
In addition to performance of the essential functions, this position may be required to perform a combination of additional duties as necessary if determined by the management.
COMPETENCIES
- Excellent time management skills and ability to multi-task and prioritize work load
- Attention to detail and problem-solving skills
- Strong Data Entry/ Typing skills
- Strong organizational skills
- Proficient in MS Office
- Excellent written and verbal communication skills
Education
High school or equivalent education required
Experience
- Experience in retail/sales preferred
- Experience in shelter or animal care office setting preferred
Licenses, Certificates, and Eligibility Requirements
- Associates must possess a valid driver’s license
CLASSIFICATION-Non-exempt under the Fair Labor Standards Act (FLSA)
POSITION TYPE
This job is a Full time position. Due to the cyclical nature of the industry, employees may be required to work varying schedules to meet the needs of the business. Some weekend shifts are required. Typical work hours are between 8 AM and 4:30 P.M. In addition, attendance at all scheduled training sessions and meetings is required.