Office Assistant - ASCMV

City of Las Cruces; Las Cruces (NM); On-site; USD 32,000 - 42,000; Full time

Job summary

The Animal Service Center of the Mesilla Valley (ASCMV) is seeking an Office Assistant to join the front desk team. You will greet the public, answer inquiries, schedule intake/adoptions, and handle clerical duties in a shelter environment.

Ideal candidates have a High School Diploma or GED, two years of admin experience, and strong data entry and customer service skills. A valid driver’s license and bilingual ability are desirable. Availability for flexible scheduling is required.

Qualifications

• High School Diploma or GED required; an Associate degree is preferred.
• Two years of experience in administrative support, customer service or related field.
• Valid driver’s license with acceptable driving record; bilingual in English/Spanish desirable.

Responsibilities

• Greet the public at front desk and provide information about programs and policies.
• Schedule appointments for animal intake, adoptions and vaccinations.
• Perform clerical duties including filing, data entry and recordkeeping.
• Maintain shelter records in electronic and paper formats.
• Assist with purchasing, inventory tracking, mail, and internal communications.
• Support staff with projects, reports and event planning.
• Safely handle animals as needed and ensure welfare and safety.
• Process cash, credit and debit transactions accurately and balance end-of-day cash drawer.

Skills

Customer service

Data entry

Office software

Recordkeeping

Education

High School Diploma or GED

Associate degree preferred

Tools

Word processing

Spreadsheet

Email

Job description

ANIMAL SHELTER PERSONNEL ARE EMPLOYEES OF THE ANIMAL SERVICE CENTER OF THE MESILLA VALLEY - NOT THE CITY OF LAS CRUCES.

Performs highly responsible and specialized 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; animal dander, waste, and occasional bites/scratches is possible: appropriate training and PPE will be provided. 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.

This recruitment may be utilized to fill current and future Office Assistant within ASCMV to include full time, part time, temporary, and/or contract positions.

This position is graded a XN04

• Serves as front-desk receptionist: greets the public and respond to inquiries in person, by phone, or email; provides accurate information about ASCMV programs, services and policies.
• Schedules and confirms appointments for animal intake, adoptions and vaccinations.
• Performs clerical duties including filing, document preparation, data entry and recordkeeping.
• Maintains and organizes shelter records in both electronic and paper formats.
• Assists with purchasing, inventory tracking and supply management.
• Coordinates incoming/outgoing mail, deliveries and internal communications.
• Supports administrative staff with special projects, reports, and event planning.
• Handles sensitive information with discretion and maintains confidentiality.
• May assist in coordinating or attending community outreach events or mobile services.
• Safely handles animals as needed, including leashing, walking, and safely moving them in and out of kennels or transport crates, especially during off site events or animal transfers.
• Process cash, credit, and debit transactions while ensuring accuracy and compliance with company policies.
• 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.
• 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.

High School Diploma or GED. Two (2) years of experience in administrative support, customer service or related field. Associate’s Degree in Business Administration, Office Administration, Human Services, Social Work or related field may be preferred. 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/Certifications:

Valid driver’s license is 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.

Availability - ASCMV is open seven days a week and observes eleven (11) 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 work place.

General Knowledge of: Basic office practices and procedures; business arithmetic; appropriate business English, including spelling, grammar and punctuation; techniques for dealing with the public, in person and over the telephone; basic computer applications involving word processing, data entry and/or standard report generation; basic record keeping practices; customer service standards and protocol; Animal Service Center of the Mesilla Valley policies and procedures.

Skills in: Entering data into a computer system with speed and accuracy; making accurate arithmetic calculations; preparing and writing reports and business correspondence, independently or from brief instructions; meeting critical time deadlines; using initiative and independent judgment within established procedural guidelines; searching and maintaining records and computer files.

Ability to: Assess and prioritize multiple tasks, projects and demands; communicate effectively in verbal and written forms; safely handle animals of varying sizes and temperaments; walk dogs on leashes, and maneuver animals in and out of enclosures or vehicles; establish and maintain effective working relations with co-workers and representatives from other local, state and Federal agencies.