Senior Office Assistant (ASCMV)

Animal Shelter Personnel

Animal shelter personnel are employees of the Animal Service Center of the Mesilla Valley (ASCMV) - not the City of Las Cruces. Performs highly responsible and specialized clerical / administrative office support and customer care duties for the Animal Service Center of the Mesilla Valley (ASCMV). The ideal candidate will have exceptional office support skills, customer service experience, and a heart for animals.

Environmental factors : Work is performed in a kennel / shelter setting; animals may be in work areas. Exposure to disinfectant solutions and animal odors. Consistently exposed to animals and animal allergens under conditions with limited alternatives available.

Physical factors : Light physical demands; frequent to constant use of personal computer; some lifting and carrying of files and reports; occasional lifting of moderately heavy objects (up to 30 pounds); essential and marginal functions may require sitting for prolonged periods; may be expected to physically handle animals.

Work situation factors : Position involves completing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues; may be assigned to a non-traditional work schedule based on operational need. Position is subject to drug testing in accordance with applicable State and Federal regulations and ASCMV policies.

Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process. Full-time, regular, non-exempt. This position is graded XN05.

Duties and Responsibilities

• Provide high quality customer service to the public while actively promoting the organization's mission, policies, services, and programs.
• Assist the public with animal intake and / or adoption processes including counseling potential adopters and educating owners about alternatives to relinquishing animals.
• Accurately complete paperwork pertaining to adoption agreements, microchip registration, licenses, owner reclaims, and owner relinquishments.
• Assist with scheduling sterilization surgeries.
• Complete timely and accurate computer data entry, ensure data integrity using both computer and paper filing systems.
• Responsible for incoming financial transactions, operating a cash register, accurately recording all transactions, and end-of-day cash drawer balancing.
• May assist with follow-up phone calls to finalize adoptions, schedule sterilization surgery, or update foster to adopt program participants.
• May assist with off-site events including those pertaining to adoptions, clinics, or community events.
• May serve as back up to other clerical / administrative positions in the office; may schedule and oversee the work of volunteers for the office.
• May serve as subject matter resource; may assign work to a small clerical staff; develops or revises work practices and procedures to insure uniformity, efficiency, completeness, accuracy, and conformance with management direction; trains employees on proper interpretation and use of applicable laws, regulations, policies, procedures, job techniques, and work practices.
• Maintains a clean and safe environment for the animals and public at all times.
• Participate in animal stress and disease reduction efforts throughout the shelter environment.
• Treating all animals humanely, properly, and with compassion at all times regardless of the situation or circumstance and promoting a humane and caring attitude toward all animals.

Distinguishing characteristics : This is the senior level in the Office Assistant job series. As such employees are expected to apply technical expertise and exercise initiative and skill in performing specialized tasks; apply judgment to resolving problems, analyzing data and making job decisions. Employees may also provide lead direction to assigned staff by organizing and assigning work, setting priorities, and following up to ensure completion of work and compliance of work with standards, providing on-the-job training and instructing staff on proper work procedures; may serve as a technical resource to other workers. Employees at this level typically have frequent contact with the public, individuals representing outside organizations.

Minimum Qualifications

Equivalent to a high school diploma plus three (3) years experience performing administrative office support. A combination of education, experience, and training may be applied in accordance with Animal Services Center of the Mesilla Valley policy. Demonstrated computer skills in working with word processing, spreadsheet and email software. Licenses / Certification(s) Valid driver's license is preferred and may be required. Position requires an acceptable driving record in accordance with ASCMV policy. Bilingual skills (English / Spanish) are desirable. Additional technical certifications and training may be required for some incumbents in this job class.

Knowledge, Skills, and Abilities Required : Availability - ASCMV is open seven days a week and all but twelve holidays a year. Availability and a willingness to work a flexible schedule are required. Compassion for animals, comfortable working in the shelter environment and willing to accommodate animals in the workplace.

Knowledge, Skills, and Abilities

Knowledge of : principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; ASCMV operations, policies, and procedures to effectively perform the required functions and duties of the position. Ability to : perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives. Skills in : reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures; effectively managing assignments; responding to inquiries timely and within the scope of delegated authority; responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions; effectively working independently, or as a team member, in various environments with changing priorities; preparing and presenting various reports, documents, forms, and correspondence; researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating appropriate and effective interpersonal communication and conflict resolution skills; performing highly effective support in assigned areas.