Job Title: Administrative Assistant, Part-Time
Location:
DFW Humane Society, Irving TX
Job Type:
Non-Exempt
Regular
hours, subject to occasional change as needed, are:
Tuesday-
Saturday 9am - 1pm;
Position
may require occasional evening meetings;
Position
requires holidays when on Tuesday Saturday;
Maximum 20
hours per week.
Administrative Assistance, Part-Time
This job description does not list all the duties
of the job. You may be asked by directors, management and staff to perform
other instructions and duties. You will be evaluated in part based upon your
performance of the tasks listed in this job description.
Management has the right to review this job
description at any time. The job description is NOT a contract for employment,
and either you or the employer may terminate employment at any time, for any
reason.
Position Purpose
To provide
secretarial and clerical support to the DFW Humane Society Board and Executive
Director, working with Board committees; creating original documents in word
and excel, entering information electronically, updating existing documents
& records, organizing electronic and hard copy records, answering the
telephone, and greeting customers. This
person would also be the communications hub for all the Board committees and
the staff.
Essential Duties and Responsibilities
Write,
type, or enter information into computer to prepare correspondence, receipts,
or other documents. Duties may involve copying
information from one record to another.
Support
meetings, board committees and events including preparation and distribution of
materials.
Create
and maintain Excel spreadsheets and performs data entry into our existing databases.
·
Use
MS Word Mail Merge.
Tally,
track, sort, file, assemble, and deliver various records and packets
Greet
and assist visitors, including answering questions and finding requested
information
Transcribe
and type meeting minutes.
Photocopy
documents.
·
Send
thank you letters to all donors, members and others
·
Provide
administrative support for special events, including documenting all items donated, thanking donors and keeping
lists of attendees
·
Conduct
phone calls for spay/neuter compliance.
·
Create
board resolutions when called upon and maintain updates to bylaws.
·
Maintain
inventory of logo items.
·
Create
calendar of events for all shelter events.
Other Duties
Basic math skills are necessary to add, subtract,
multiply, and divide like common numbers to decimals. Maintain, order, and
stock office supplies and logo items; prepare, sort, stamp and take to post
office bulk mailing as needed.
Performance Expectations:
This position will be assessed based on achievement
of the following elements of performance: Attainment of goals/standards for this
position; Dependability (Appropriate use of time and resources, including but
not limited to phone use, attendance, promptness, funds or asset use); Customer
service/sensitivity (of internal and external customers);
Team work. Other
additional elements of performance will impact this position and will be
provided by the supervisor of this position.
Required Education and/or
Experience:
·
High
School Diploma or Equivalent.
·
Two
years of related experience is required.
·
The incumbent must be able to apply common sense
understanding to carry out instructions furnished in written, oral, or diagrammatic
form and deal with problems involving several concrete variables in or from
standardized situations.
·
The incumbent must be able to read mail, memos, and
manuals. Write labels.
·
Speak using correct English, grammar, and all parts
of speech to communicate in person and by phone using a well-modulated voice.
·
Must have experience and know how to do or use
well, the following: Computer, PC with
basic skills, telephone, photocopier, facsimile, computer terminal, computer printer;
Proficiently perform job functions with little or no supervision;
Required Knowledge, Skills,
and Abilities:
·
Proficiency
in Microsoft Word, Excel, Power Point and Outlook
·
Strong
oral and written communication skills
·
Ability
to work well with people
·
Familiarity
with social media and email communication tools (Constant Contact)
·
Willingness
to learn new skills
·
Must
have valid Class C drivers license and reliable transportation.
·
Must
have an acceptable DMV (Department of Motor Vehicles) record.
·
The incumbent must be able to gather, collate, and
classify information about data, people, or things as well as judge the readily
observable functional, structural, or compositional characteristics of data,
people, or things.
·
Attending to work assignment instructions or orders
of supervisor is required in this position.
·
This individual must be able to use body members,
hand tools and/or special devices to work, move, or carry objects or materials.
·
The ability to get along with co-workers, customers
(internal or external), and suppliers is essential to this position.
Work Environment
The essential functions of this position are
performed in the office are of an animal shelter. The incumbent may be required
to operate the company vehicles to perform various errands for the company
daily or as needed. Internally the incumbent has a high degree of employee
contact daily. Externally the incumbent has a high degree of contact with
customers, suppliers, and with other animal sheltering organizations.
Physical Demands:
This position may require exerting 20 to 40 pounds
of force occasionally and/or 10 to 20 pounds of force frequently and /or
greater than negligible up to 10 pounds of force 2/3 or more of the time to
lift, carry, push, pull, or otherwise move objects, including the human body.
This position involves standing and walking
approximately 50% of the time in a building which has concrete floors
throughout, and some climbing, reaching and manual dexterity is involved in the
daily functions. Keyboarding is required to perform the daily functions of this
position.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.