Office Assistant - ASCMV

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.

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.

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.

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…