Shelter Assistant

Position: Shelter Assistant

Department: Operations

Reports To: VP of Operations

Updated on: March 2023

Status: Non-exempt, Full time, $13.33/hour

 

POSITION SUMMARY

Tulsa SPCA seeks a highly motivated, well organized and team oriented professional to serve as Shelter Assistant. This position reports to the VP of Operations and is an integral member of Tulsa SPCA’s team.

Specific responsibilities include, reception, appointment scheduling, inventory management, data and website entry, foster support and as needed, related duties.

 

This job classification has been designated as a safety sensitive job classification in accordance with the Oklahoma Medical Marijuana and Patient Protection Act, 63 O.S., § 427.1 et seq., (OSCN 2019), effective August 29, 2019. This means employees in this job classification can be subject to disciplinary action up to and including termination if they test positive for marijuana components or metabolites, even if they possess a medical marijuana license.

 

ESSENTIAL FUNCTIONS & DUTIES
Reception

  • Assists members of the public as they enter the facility, directing them to the appropriate area or department in accordance with their needs.
  • Fields incoming calls and manages email inquiries, providing informational support and referring to appropriate departments when needed; this includes verifying, confirming and scheduling various appointments for office personnel ensuring all administrative details are completed.
  • Emails records and/or information as requested
  • Reviews surrender requests to eliminate requests that do not meet basic requirements
  • Serves as the main point of contact for showings.
  • Enters work orders as needed for maintenance
  • Responsible for keeping reception area clean

Inventory Management

  • Monitors supplies for the shelter office and completes requisitions.
  • Ensures copies of all forms (adoption, foster, volunteer, transport etc.) are available and accessible at all times.
  • Completes In Kind forms for donations dropped at Shelter office correctly; accurate tracking of donations is a must.
  • Submits work order and/or notifies development team for items to be removed

Data and Website Entry

  • Assists in entering vital information for shelter animals in Shelterluv. This includes adding animals as needed, correcting locations and entering medical information as needed.
  • Updates the website pictures to include the foster frame for those in foster care (and removing when back on campus)

As Needed

  • May assist with adoption follow up emails, cover adoptions when needed, and provide computer and phone based support for other departments
  • Performs related duties as assigned to successfully fulfill the function of the position.
  • Covers Clinic Reception role when position has scheduled time off

 

POSITION REQUIREMENTS

  • Cheerful, friendly, positive, team oriented attitude.
  • Good customer service skills
  • Exceptional communication, organizational and time management skills
  • 1-2 year experience in an animal shelter or animal clinic preferred
  • 1-2 year experience in an office setting, preferably with past scheduling experience.
  • Excellent computer skills; which include a knowledge of Microsoft Office (particularly excel) required.
  • Strong understanding of Tulsa SPCA policies, procedures and operations
  • Attention to detail and the ability to track data.
  • Ability to multi-task and work in a fast paced environment
  • Ability to work in a team environment.
  • Pass a drug screen & background check

 

Physical environment

  • Work primarily in office setting
  • Use of computer, keyboard, telephone, copy machine and fax machine.
  • May be exposed to fumes or airborne materials
  • Noise level is moderate to high
  • Lift up to 50lbs
  • May be working with and exposed to a variety of animals and animal waste.
  • Removal/cleaning of animal waste
  • Possibility of being bitten or scratched by animals

Please submit resumes to sdarby@tulsaspca.org