Salary : $46,553.00 – $54,768.00 Annually
Location : Great Falls, MT
Job Type: Regular Full Time
Job Number: 23-00108
Department: Administration
Division: Animal Shelter
Opening Date: 08/31/2023
Closing Date: Continuous
Union Classification: Non-Union
Nature of Work
Responsible for a wide variety of administrative and customer service tasks including typing, filing, answering phones, record keeping, correspondence and related work as required. Work responsibilities will extend to include providing lead work direction to less experienced clerks. Must be able to work independently with minimal supervision. Work is performed under the general direction of the Operations Manager.
Essential Functions of Work
- Greets assists, and informs animal shelter users by phone and in person while handling sensitive information and data with an absolute degree of professionalism and confidentiality.
- Oversees the daily operations of the front office and reports problems/concerns to Operations Manager
- Responds appropriately to inquiries from the public and other agencies.
- Completes animal intakes, redemptions and adoptions, to include but not limited to approving applications; assisting with animal viewing and conducting research to find owners of displaced animals.
- Composes and prepares routine documents; maintains manual records and prepares statistical reports and customer contracts; maintains filing system; prepares and coordinates information for media relations and citizen requests.
- Responsible for all cash handling to include but not limited to collection reconciliation, invoice preparation, maintenance of customer payment plans, bank deposits and verification of cash reports.
- Supports the education and enforcement of City and State Animal Control Ordinances and regulations, which at times may require court appearances.
- Exercises interpersonal communication skills and etiquette with the public and coworkers and establishes relationships accordingly.
- Conducts informational tours of the Shelter for a wide variety of community groups and actively participates in community education/outreach programs.
- Opens, sorts and routes incoming mail; answers correspondence; prepares outgoing mail and other documents.
- Assists in transportation of animals to and from veterinarians for medical care.
- Assists in administrative cremation process such as customer correspondence, billing, and payments.
- Maintains inventory and adequate supplies.
Education and Experience
- Two to five years of diversified office clerical/administrative experience; or an equivalent combination of education and experience.
- A minimum of two years of Customer Service experience including de-escalation training and experience.
- Computer experience; Microsoft Office and database entry
- Experience using office equipment: copier and multi-line phone system
- High school diploma or equivalent, some post high school education.
NECESSARY SPECIAL QUALIFICATIONS
Employee must possess or have the ability to obtain valid Montana driver’s license.
Requirements of Work
- Ability to provide customer service in a professional, friendly, and helpful manner.
- Ability to deal with a wide range of customer emotions (from adoptions to cremations and redemptions).
- Proven ability to deal with difficult customers
- Ability to maintain accurate record keeping.
- Ability to work in an open office environment.
- Ability to promote a positive work environment.
- Ability to communicate effectively orally and in writing and is able to follow verbal and written instructions.
- Ability to maintain concentration during frequent interruptions and maintain composure when dealing with angry, distraught and distracted public.
CORE COMPETENCIES
- Excellent Communication Skills
- Customer Service
- Detail Oriented
- Organized
- Team Player
- Highest degree of confidentiality
SUPERVISORY RESPONSIBILITY
This position does not supervise but provides technical and work guidance for staff members.
WORK ENVIRONMENT
Work is performed primarily in an office and kennel environment. Use of chemicals and disinfectants and exposure to animal excrement occurs daily. Risk of animal bites or scratches occurs frequently.
PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, crawl, twist, reach, ride and perform similar body movements. Must have the ability to perform medium physical work and to lift and carry up to 50 pounds at a time; the possession of hand/eye coordination sufficient to operate a computer and a motor vehicle; the ability to talkand hear in person or by telephone; and the ability to see and read instructions and reports.
EXPECTED HOURS OF WORK
The work schedule is a 40-hour work week, Sunday through Saturday. Schedule will vary. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working.
TRAVEL
Travel is primarily local during the business day. Occasional travel may be required to attend off-site events, training, and educational opportunities.
Full-time Employee Benefits
The City of Great Falls offers a complete benefits package to our full-time employee including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time non-union employees. Union employees receive longevity pay. Optional plans are available for employees that include AFLAC, flexible spending account, and 457 deferred compensation accounts.
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