Administrative Assistant III - Adoptions Lead Eastside

Job Posting

Pima Animal Care Center is excited to open its first eastside adoptions center! We are looking to hire an experienced administrative lead to assist the Outcomes Manager with onsite adoptions, administrative and customer support. Unlike other administrative positions, you will also work directly with the animals onsite. Previous animal handling is a plus. Pima Animal Care Center is open 7 days a week. All positions require the availability to work mornings, evenings, weekends and some holidays. Shift rotations are required.

Essential Functions :

• Answers general procedural questions from the public concerning specialized documents;
• Provides detailed information in response to queries concerning unit operations;
• Compiles information and prepares and types a variety of documents such as correspondence, reports and specialized file data;
• Reviews and sorts documents, creates new records and inputs and retrieves information using automated systems;
• Prepares, and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges;
• Researches manual and automated systems to gather or verify data needed for processing activities;
• Creates and maintains spreadsheets and databases using packaged software;
• Assigns and reviews the work of staff performing typing, filing and other routine clerical activities;
• Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators;
• Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts;
• Establishes, posts, and maintains manual and automated bookkeeping systems;
• Verifies fees for permits of services, receives payments, and issues receipts;
• Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation;
• Contacts debtors to collect accounts receivable and monitors payment arrangements;
• Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic;
• Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process;
• Coordinates and / or initiates processing action with other units, departments, or outside agencies as needed to provide services.

Minimum Qualifications :

Preferred Qualifications : (Be specific in describing your experience in your application. Ensure the descriptions provided illustrate your competencies, specifically addressing the required and preferred qualifications.) Minimum six (6) months experience working in an animal shelter or other animal care setting. Minimum six (6) months