Overview
Administrative Assistant Jobs in Helotes, TX at Helotes Humane Society
Position Description
The Administrative Assistant plays a vital role in the daily functioning of the Helotes Humane Society by providing professional administrative support to the organization and its stakeholders. The ideal candidate is efficient, detail-oriented, and skilled in developing and maintaining workplace and customer relationships. The Administrative Assistant works Tuesday through Thursday from 10:00 a.m. to 2:00 p.m. and Friday & Saturday from 9:00 -4:00 p.m. and reports to the Animal Services Lead.
Summary of Expectations
The Administrative Assistant is responsible for a variety of administrative duties that ensure the seamless functioning of the organization. Work includes preparation of communication to internal and external stakeholders, scheduling and preparing for meetings and events, ordering office supplies, maintaining ShelterLuv database, interacting with the public, and more. This person is a quick thinker and problem solver, is highly organized, and can confidently, proficiently, and independently perform their job duties.
Roles and Responsibilities
Communication
- Greet and assist visitors to the office.
- Answer and direct phone calls, take and deliver messages, and direct communications between staff and clients.
- Retrieve and return phone calls within a timely manner.
- Answer email and direct incoming email to appropriate staff members as needed.
- Manage incoming and outgoing mail and shipments.
- Provide information by answering questions and requests.
Organization
- Organize daily administrative workflow to provide excellent customer service to the public, volunteers, and staff.
- Manage calendars, organize and schedule appointments, meetings, and events.
- Follow office policies and standard operating procedures.
- Develop and update administrative systems to make them more efficient.
- Resolve administrative problems.
Document Preparation
- Produce and distribute correspondence memos, letters, and forms.
- Draft and edit documents and reports.
- Assist in the preparation of regularly scheduled reports.
- Create flyers, publications, and publicity documents.
File management
- Perform data entry.
- Maintain data of animal records, clients, and volunteers.
- Maintain data on donors, process thank you letters, and memorial cards.
Customer Service
- Deliver excellent customer service to both internal and external clients while maintaining confidentiality of information.
- Provide general support to visitors, act as the point of contact for internal and external clients and assist other staff members.
Other Duties
- Use a cash register and prepare deposits.
- Assist in creation and maintenance of process and procedure documents.
- Maintain office supplies.
- Maintain a clean, professional office environment.
Knowledges and Skills
- Demonstrated knowledge of animal care best practices.
- Excellent written and verbal communication skills.
Minimum Education and Experience
- High school diploma or equivalent education and experience.
- 2 years of administrative assistant experience.
- Oral and written English communication skills proficiency.
- 2 years of Microsoft Office 365 including Word & Excel
Physical Requirements
Must be able to complete all physical requirements of the job with or without reasonable accommodation.
- Must be able to work around animals that may be diseased, injured, or have behavioral issues.
- Must be able to work in an environment with loud noises, potential exposure to contagious disease, and the use of harsh chemicals (e.g., chlorine).
- Must be able to work in inclement weather conditions.
- Weekend (Saturdays are required
- Lifting or moving items weighing up to 50 pounds will be required.
License and Certifications
Must have a valid Texas driver’s license and a satisfactory driving record.
Job Type: Part-time
Pay: $11.00 – $13.00 per hour
Work Location: In person
Title: Administrative Assistant
Company: Helotes Humane Society
Location: Helotes, TX
Category:
