Shelter Assistant

Position: Shelter Assistant

Department: Administrative

Reports To: Animal Connections Manager

Updated on: July 2020

Status: Non-Exempt, Full-Time

 

POSITION SUMMARY

Tulsa SPCA seeks a highly motivated, well-organized, and team-oriented professional to serve as  Shelter Assistant. This full-time position reports to the Animal Connections Manager 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.

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.
  • Serves as the main point of contact for showings.

Inventory Management

  • Monitors supplies for the shelter office and complete requisitions.
  • Ensures copies of all forms (adoption, foster, volunteer, transport, etc.) are available and accessible at all times.
  • Manages the check-in/out process of walkies
  • Completes In-Kind forms for donations dropped at Shelter office correctly; accurate tracking of donations is a must.

Data and Website Entry

  • Assists in entering vital information for shelter animals in Pet Point. 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)

Foster Support

  • Screens/organize new foster applications including vet reference checks, sorting applications, and responding to inquiries regarding applications. This also includes maintaining the organization of older applicants.
  • Works closely with Animal Connection Manager to coordinate the return of animals from foster care for adoption events.
  • Responds to foster families’ questions and concerns (primarily by email).
  • Helps educate foster families on what is an emergency. Assist in alternating foster families & animals periodically to promote a healthier happier population.
  • Assists in the nomination/presentation of the “Foster of the Year” award at our yearly gathering.
  • Updates Foster data file as needed
  • Creates going-home packs for foster families

As Needed

  • Performs related duties as assigned to successfully fulfill the function of the position.
  • Assists Animals Connection Manager as needed. Able to safely drive a company vehicle to pick up or deliver a foster animal.
  • Covers Clinic Reception Role when the 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 years experience in an animal shelter or animal clinic preferred
  • 1-2 years of 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 an 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

Submit resumes to sdarby@tulsaspca.org.