Field Services Clerk

Cincinnati Animal CARE; Cincinnati (OH); On-site; USD 25,000 - 30,000; Full time

Benefits offered by this job

Health, Dental, and Vision Insurance

Retirement plan with employer match

Paid Time Off

Professional Development Assistance

Life Insurance

Job summary

Cincinnati Animal CARE (CAC) is hiring a Field Services Clerk to provide high-level clerical and records support for the field services team. You will ensure legal compliance, maintain case files, and support officers with schedules, reports, and onboarding tasks.

The role emphasizes strong organizational skills, customer service experience, and the ability to work in a fast-paced, public-facing environment.

Qualifications

• Minimum of 3 years of clerical or admin experience in a fast-paced or regulated setting.
• Minimum of 5 years of customer service experience.
• At least 1 year of project coordination, program support, or similar experience.
• Valid driver’s license with ability to operate division vehicles.
• Ability to learn county and state ordinances (Ohio Revised Code Chapters 955 and 959).

Responsibilities

• Serve as the Division’s Public Records Clerk, handling records requests in compliance with Ohio public records law.
• Organize, maintain, and audit case files related to investigations, bites, dangerous dog designations, seizures, quarantines, citations, and court actions.
• Prepare, enter, and maintain accurate data in case management, records, and reporting systems.
• Prepare correspondence, notices, citations, support documents, affidavits, and standard letters.
• Track cases from intake through resolution and monitor court dates, hearings, and dispositions.
• Coordinate with County judicial districts regarding court schedules, subpoenas, and required documentation.
• Monitor bond payments, care costs, restitution orders, and disposition outcomes.
• Assist onboarding of new field staff by coordinating documentation, training enrollment, uniforms, equipment, and administrative setup.
• Track fleet maintenance, inspections, repairs, and compliance documentation.
• Answer phones and respond to emails professionally; act as point of contact for community members and partners.
• Support program goals with data, insights, and administrative support to the Chief Dog Warden.

Skills

Clerical experience

Customer service

Project coordination

Regulated environment

Driver's license

Job description

Field Services Clerk

Job Type: Full-time

Base Pay: increases to $20.06 after successful 90 day period

Work Location: On site

Work Schedule: Friday-Tuesday 9am-6pm

Reports to Chief Dog Warden

Join the Team at Cincinnati Animal CARE

At Cincinnati Animal CARE (CAC), we do work that matters.

Every day, our team protects animals, supports our community, and helps save thousands of lives each year through compassionate care, advocacy, and education.

This work is meaningful, fast-paced, and can be challenging, but for the right person, it’s incredibly rewarding.

We are a team built for impact, made up of people who care deeply, work hard, support one another, and show up every day committed to making a difference.

If you are passionate about animals, thrive in a mission-driven environment, and want your work to have purpose, we’d love to have you join us.

About the Role

We are looking for a Field Services Clerk to join our team and play an important role in supporting CAC’s mission.

In this position, you will:

• Provide high-level clerical, records, and support the field services team
• Ensure field operations are legally compliant, well documented, and efficiently supported

This is a great opportunity for a results-driven, customer-focused professional who thrives in a fast-paced, public-facing environment. The ideal candidate demonstrates exceptional organizational skill, sound judgment, and a continuous improvement mindset. They maintain professionalism and empathy while interacting with diverse community members and supporting staff who operate in complex and sometimes high-risk environments involving people and animals.

What You’ll Be Responsible For

Your day-to-day may include:

Administrative & Records Management

• Serve as the Division’s Public Records Clerk, managing and fulfilling public records requests in compliance with Ohio public records law.
• Organize, maintain, and audit physical and electronic case files related to investigations, bites, dangerous dog designations, seizures, quarantines, citations, and court actions.
• Prepare, enter, and maintain accurate data in applicable case management, records, and reporting systems.
• Prepare correspondence, notices, citations, support documents, affidavits, and standard letters (e.g., dog-at-large notifications, compliance notices, court-related communications).
• Ensure records meet evidentiary, legal, and retention standards necessary to support enforcement actions by DDWs, and APOs.

Court & Legal Coordination

• Track cases from intake through resolution to ensure deadlines, court dates, hearings, releases, bonds, restitution orders, and compliance requirements are met.
• Coordinate with County judicial districts regarding court schedules, appearances, subpoenas, and required documentation.
• Monitor bond payments, care costs, restitution orders, and disposition outcomes; ensure accurate documentation and follow-up.
• Prepare and distribute required daily, weekly, monthly, quarterly, and annual reports related to enforcement activity and outcomes.

Operational & Officer Support

• Support field staff by communicating officer schedules, training schedules, court appearances, and operational updates.
• Prepare and distribute End-of-Day reports and other operational summaries.
• Represent the Field Services Division during daily huddles and internal coordination meetings.
• Assist with onboarding of new field staff by coordinating documentation, training enrollment, uniforms, equipment, and administrative setup.
• Enroll officers in required and elective training as directed; track certifications, training hours, and associated documentation.

Fleet, Inventory & Resource Management

• Track and coordinate fleet maintenance, inspections, repairs, and compliance documentation.
• Inventory uniforms, equipment, supplies, and field resources; coordinate ordering and replenishment.
• Assist with tracking equipment assignments and returns for FROs, DDWs, and HAs.

Communication & Customer Service

• Answer phones and respond to emails professionally and accurately, providing information or routing inquiries appropriately.
• Serve as a point of contact for community members, partner agencies, courts, and internal staff regarding records, cases, and procedures.
• Maintain a calm, supportive, and professional demeanor during high-stress or emotionally charged interactions.

Program & Continuous Improvement Support

• Support short-term and long-term departmental goals by providing data, insights, and administrative support to the Chief Dog Warden.
• Assist with program development initiatives, process improvements, and documentation updates.
• Identify inefficiencies, risks, or gaps in administrative processes and proactively recommend solutions.

Other Duties

• Perform other clerical, administrative, and operational support tasks as assigned.
• Operate standard office equipment including computers, phones, copiers, and related technology.
• Drive division vehicles as needed to transport supplies, documents, or equipment.
• Assist with the cleaning and maintenance of the dog warden office and vehicles.
• Supporting additional organizational needs as they arise

What Makes Someone Successful in This Role

We’re looking for someone who:

• Is passionate about CAC’s mission and animal welfare
• Brings a positive, team-first attitude
• Communicates openly and professionally
• Takes ownership and solves problems proactively
• Thrives in a fast-paced, ever-changing environment
• Can balance compassion with accountability
• Is dependable, adaptable, and eager to learn

Qualifications

Preferred/Required:

• Minimum of 3 years of clerical or administrative experience in a fast-paced or regulated environment.
• Minimum of 5 years of customer service experience
• At least 1 year of project coordination, program support, or similar experience, preferred.
• Working knowledge of, or ability to quickly learn, county and state ordinances, including Ohio Revised Code Chapters 955 and 959.
• Demonstrated ability to anticipate issues, identify risks, and proactively solve problems with incomplete or evolving information.
• Strong critical thinking skills with the ability to manage competing priorities and meet deadlines.
• Highly effective written and verbal communication skills across all levels of an organization and with external partners.
• Proven ability to collaborate cross-functionally and support enforcement and operations teams.
• Experience working in a start-up, high-growth, or rapidly evolving organization is strongly preferred.
• Valid driver’s license with the ability to safely operate division vehicles.

Core Competencies

• Attention to detail and accuracy
• Legal and regulatory awareness
• Confidentiality and ethical judgment
• Customer service excellence
• Organization and time management
• Adaptability and resilience
• Continuous improvement mindset

Why Join CAC?

At CAC, you’ll be part of more than just a workplace. You’ll join a team of people doing meaningful work together.

We offer:

• The opportunity to make a real difference every day
• A mission-driven, supportive team culture
• Growth and development opportunities
• Competitive benefits package
• A workplace where your work directly impacts animals and the community

Compensation & Benefits

• Pay: From $20.06/hour after 90 day training period
• Retirement plan with employer match
• Health, Dental, and Vision Insurance
• Paid Time Off
• Professional Development Assistance
• Life Insurance

Working Conditions / Physical Requirements

• While performing the duties of this position, the employee is frequently required to sit, stand, walk, talk, and hear. The employee may occasionally be required to use hands to handle or operate office equipment; reach; climb; balance; stoop; kneel; crouch; or crawl.
• Ability to occasionally lift and/or move items exceeding 50 pounds.
• Specific vision abilities include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
• Noise levels are typically moderate to high.
• Frequent exposure to unvetted animals and animal waste.
• Potential exposure to aggressive or sick animals.
• Potential exposure to zoonotic diseases and parasites.
• The work environment may include extreme heat or cold.
• May require evening, weekend, holiday, and on-call availability based on operational needs.
• Rotating shifts may be required.
• 8- or 10-hour shifts depending on scheduling needs.