Administrative Coordinator - Animal Services Division

St Mary's County Government; California (MD); On-site; USD 48,000 - 83,000; Full time

Job summary

St Mary's County Government is seeking an administrative support professional to assist a department with clerical tasks, budget administration, payroll preparation, and related duties.

The role includes answering phones, preparing reports, maintaining records, and supporting grant submissions while ensuring confidentiality and compliance with regulations. Candidates should have an Associate’s degree or equivalent experience and be able to multitask in a busy office environment.

Qualifications

• Associate’s degree or equivalent technical training/experience.

Responsibilities

• Provide administrative support to the staff of the department.
• Answer phones and route calls to appropriate staff; take and deliver messages.
• Prepare reports, forms, and correspondence as directed.
• Maintain and manage department records.
• Assist in budget preparation and submissions.
• Coordinate and organize office workload for smooth departmental operations.
• Dispatch Animal Control calls and monitor officer status and field locations.
• Issue dog licenses in compliance with regulations.
• Maintain records for Pet Pantry and TNR programs.
• Create and maintain case logs for Animal Control activities.
• Assist in development and maintenance of Commercial Animal Establishment certificates.
• Maintain confidentiality of sensitive records per policies and regulations.
• Assist with tracking employee schedules, time sheets, and leave slips.
• Enter and track requisitions, reimbursements, and purchase orders.
• Assist with grant applications and assurances.

Skills

Communication

Multitasking

Computer literacy

Math skills

Language skills

Education

Associate’s degree

Tools

Office software

Hardware basics

Job description

Provides direct administrative and clerical support for the staff of a department, including but not limited to secretarial tasks, personnel related activities, operating budget administration, and payroll preparation; performs other duties as assigned.

The hiring salary for this position is $48,131 annually; full salary range for this position is $48,131 - $82,846 annually.

1. Provides administrative support to the staff of assigned department in order to meet department goals and objectives;
2. Answers phones and directs calls to appropriate staff member and/or takes and delivers messages;
3. Prepares various reports, forms, correspondence, etc., as directed;
4. Maintains and manages records relevant to the department;
5. Assists in the preparation of the department’s annual budget; coordinates and checks submissions;
6. Assists with the coordination and organization of office work load to ensure the smooth and efficient working of the department;
7. Dispatch Animal Control calls and monitor officer status and field locations;
8. Issue dog licenses in compliance with applicable regulations;
9. Maintain records related to Pet Pantry and TNR (Trap, Neuter, Return) programs;
10. Create and maintain case logs for Animal Control activities;
11. Assist in the development and maintenance of Commercial Animal Establishment certificates;
12. Maintains confidentiality of sensitive client, animal, and medical records in accordance with shelter policies and applicable regulations;
13. Assists with tracking and submission of employee schedules, time sheets, and leave slips;
14. Assists with entering and tracking requisitions, reimbursements, and purchase orders;
15. Assists with preparing and submitting grant applications and necessary assurances;
16. Performs other duties as assigned.

1. Ability to gain working knowledge of St. Mary’s County Government policies and procedures;
2. Ability to act as a representative of St. Mary’s County Government to the public;
3. Ability to gain knowledge of the staff, activities, and operations of assigned department;
4. Ability to effectively communicate with other staff members;
5. Ability to prioritize and multitask;
6. Ability to operate relevant computer systems, including hardware and software, and basic office machines;
7. Basic math and language skills.

1. Associate’s degree;
2. Two or more years of related experience;
3. Or equivalent technical training, education, and/or experience.

Additional Requirements:

1. Must be 18 years of age;
2. Obtain a pre-exposure rabies vaccinations upon hire;
3. Negative drug screen;
4. Successfully pass a background investigation with favorable results.

Physical and Environmental Conditions

Work requires no unusual demand for physical effort.

Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as offices or meeting rooms, e.g., use of safe work place practices with office equipment, and/or avoidance of trips and falls.