Administrative Assistant-Animal Services

SALARY:

$16\.47 \- $28\.82NATURE OF WORK

Grade:

BOCC\-B80\-3Job Class:

6 \- Craft Workers (EEO\-1 Job Categories\-United States of America)Worker Comp Code:

8810 \- Clerical Office Employees NOC (United States of America)EEO Classification:

6 \- Craft Workers (EEO\-1 Job Categories\-United States of America)JOB TYPE:

EmployeeNATURE OF JOB:

Job Title

Animal Services Admin. Assistant

Department

Animal Control Division

Classification

Non\-Exempt

Pay Grade: B80\-3

Job Class: Non\-Supervisory

Workers Comp Code: 8810

EEO Category Code: 6/Admin Support

Tier Status: 1

NATURE OF JOB:

Work includes a wide variety of office, technical, bookkeeping, dispatch, customer service and related support duties for the Animal Control Division. The nature of the work performed requires that an employee in this class establish a close cooperative working relationship with supervisory personnel, other employees, personnel from other public and private sector agencies, and the general public. The work performed requires extensive public contact and superior customer service skills are required. Work is performed under the direction of the Animal Control Division Manager and is reviewed through conferences, reports and observations of results obtained.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Receives and screens visitors, telephone calls, faxes, mail and messages directed to office personnel;
• Answers the phone, provides information to the public in a professional and polite manner, and forwards calls and/or information to the appropriate person.
• Answers animal control calls, explains policies, and forwards information to Animal Control Officers as needed.
• Dispatches animal control calls to the officer on duty.
• Coordinates travel arrangements.
• Maintains inventory and purchases supplies for the office.
• Creates entries and updates the website as necessary.
• Assists in the development of shelter volunteer and foster programs.
• Performs administrative duties for the Animal Services Manager.
• Prepares and maintains documents, letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, budgets, financial and statistical tables, requisitions and other related materials, including confidential correspondence and reports.
• Responds to letters or memoranda within assigned areas of responsibility and drafts responses to other letters or memoranda for review and approval by manager.
• Listens to and processes complaints from the public relating to Animal Services operations and takes appropriate action to resolve or refer such complaints.
• Processes documents, papers, and interprets, and applies rules, policies and regulations in accordance with prescribed procedures and guidelines.
• Troubleshoots office machine and/or computer problems and calls for outside assistance as needed;
• Prepares schedules, assignment sheets, newsletters, bulletins and time\-sensitive narrative and statistical reports as instructed and requested by the Animal Services Manager.
• Copies, packages and distributes a variety of materials as requested.
• Arranges appointments and coordinates conferences, notifies participants, prepares and distributes agenda and accompanying materials, arranges meeting details and follows\-up on decision items.
• Requisitions supplies and materials for the Animal Services Department as necessary.
• Compiles and maintains records relating to personnel, including training activities, sick leave, vacation, overtime and related records.
• Prepares and processes payroll for the Animal Services personnel and prepares related reports;
• Collects data for and prepares statistical reports on operations, financial and other activities and special projects.
• Maintains reference books, journals and other publications.
• Conducts basic research on matters relating to department and division operations and activities;
• Coordinates and assists with special programs and projects, as needed.
• Attends meetings, conferences and workshops as requested and authorized.
• Processes purchase orders and accounts payable after approval from the Animal Services Manager;
• The employer may add to or change duties at any time and as determined by the County and its leaders to best ensure that the public is served through the work of the Department.
• Performs other related duties as assigned.

MINIMUM QUALIFICATION REQUIREMENTS:

• Possess a high school diploma or the equivalent; AND
• Two (2\) years’ related experience or any equivalent combination of related training and experience including bookkeeping, preparation of reports.

LICENSES AND/OR CERTIFICATIONS:

Possession of or ability to obtain and maintain a valid Florida driver's license upon offer of employment with a driving record acceptable to the County Driving Policy and insurance program.

KNOWLEDGE SKILLS AND ABILITIES:

• Knowledge of or ability to quickly learn County ordinances, law enforcement and health regulations pertaining to animals and related legal procedures.
• Knowledge of modern office procedures, practices and equipment.
• Knowledge of departmental, policies and operations as applied to the work performed.
• Knowledge of modern office filing systems and procedures.
• Knowledge of modern standard bookkeeping principles, practices and procedures.
• Knowledge of record keeping procedures.
• Knowledge of practices, policies and procedures pertaining to the operation of an Animal Services Facility or small animal shelter/kennel environment.
• Proficient in the use of MS Word, Excel, and Outlook is essential.
• Skilled in dealing with people in a diplomatic manner.
• Ability to have outstanding project management and organizational skills.
• Ability to comprehend, speak and read the English language.
• Ability to maintain good interpersonal and communication skills to deal with the public.
• Ability to work and maintain reliable full\-time attendance.
• Ability to communicate well with others, both orally and in writing.
• Ability to maintain confidentiality in all department or division matters.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with other office employees, supervisory personnel, other employees and the general public.
• Ability to maintain clerical records of some complexity and to prepare reports from such records;
• Ability to demonstrate superior customer service skills.
• Ability to understand and make work decisions in accordance with department and/or division rules, regulations, policies and procedures.
• Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
• Ability to perform a wide variety of clerical, secretarial, bookkeeping and administrative support tasks with accuracy and speed under the pressure of time\-sensitive deadlines.
• Ability to deal effectively with the public especially during emotional and stressful situations.
• Ability to work indoors and outdoors in all weather conditions.

PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:

Work is primarily performed indoors but requires moderate exposure to environmental changes (e.g., outdoor weather and/or field conditions, warehouses, garages, etc.) or irate customers, extreme noise, odors, fumes or airborne particles; dangerous animals, toxic and caustic chemicals, heights and/or dust.

This position requires some exposure or risk to physical health and/or physical safety (e.g., exposure to environmentally hazardous material, heavy equipment, etc.). This position may require the use of Personal Protective Equipment (PPE) and may include completing and successfully passing medical evaluations or clearances.

This position requires stooping, crouching, walking, pulling, lifting, grasping, hearing, visual acuity (i.e. seeing up close, seeing far away, depth perception), kneeling, reaching, pushing, talking, standing, climbing, finger movement, repetitive motions. This position requires dealing with animals, alive or dead, capturing, restraining, handling, lifting up to 100 lbs. and carrying up to 100lbs.

SPECIAL REQUIREMENTS:

• Evening and weekend work may be required.
• May be subject to emergency management situations that may require working afterhours, weekends and holidays.

WORK LOCATION:

Not Eligible for Remote Work \- This position is assigned to a county worksite. Due to the non\-portable nature of the essential functions of this position, this position is not eligible for telework.

Employer:

BOCC Bay County Board of County CommissionersAddress:

Human Resources Department

840 W. 11th Street

Panama City, Florida, 32401

Phone:

850\-248\-8201

Website

Bay County is an Equal OpportunityEmployer and does not discriminate basedon race, color, religion, sex (includinggender identity and pregnancy), nationalorigin, age, disability, genetic information,sexual orientation, or parental status.

• Salary/Hourly wages are determined by verifiable experience.