Administrative Assistant

Summary The primary function of the Adoption Admin position is to support all aspects of Pixie’s rescue, adoption, and shelter services. This position requires strong organizational and communication skills in order to facilitate communication between the cat and dog adoption teams at Pixie, our clinic, volunteers, potential adopters, foster families, and pet owners looking for assistance. Employees in the position must be excellent communicators, reliable, compassionate, and willing to learn and assist their coworkers. Adoption Administration Communicating with adopters, scheduling meetings and appointments Answering phone calls and communicating with the public Scanning, copying, and filing, including processing adoptions, intakes, surrender, and euthanasia documents Greeting clients, answering questions, and directing them to the appropriate resource Accepting, sorting, and properly putting away donations Ordering, organizing, and restocking office and shelter supplies Creating and maintaining necessary animal records Data entry in adoption and clinic databases Posting open job positions, hiring, onboarding, and training staff as needed Training and communicating with shelter fosters and volunteers Providing administrative support including assisting with bookkeeping, HR, volunteer, and clinic projects as needed Shelter Support Assisting with animal intake, evaluation, and treatment Working collaboratively with kennel techs, clinic staff, volunteers, and other admin staff to ensure shelter is functioning properly and animal care is provided in instances of staff shortages or illness Providing basic animal care, grooming, cleaning, and medication administration Cleaning, sanitizing, and organizing shelter kennel areas, lobby, bathroom, and offices Key Results Areas Animals — all animals in Pixie Project care are treated humanely, which can be measured by their lowered level of stress, higher speed of adoption, and reduced shelter illness. Clients — everyone who comes to Pixie is treated with respect and given clear information. Facility — adoption center and common areas are maintained in a clean and organized state so staff, public, and volunteers can easily find what they are looking for. We want to ensure the public has a pleasant experience in our facility. Teamwork — positive, cooperative work environment is maintained. Daily goals are accomplished by relying on each other’s help. Intake, adoption, and medical information is accurate and up to date. Supervisory Responsibilities Employees in this position facilitate communication between clinic, kennel, and adoption staff, answering questions and providing training as needed Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Ability to apply common sense understanding to carry out complex instructions furnished in written or oral form Ability to deal with problems involving several concrete variables in standard situations Education and/or Experience High School Diploma or equivalent Physical Requirements The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, use hands (to finger, handle, or feel), reach with hands and arms, stoop, kneel, crouch, crawl, speak, and hear The employee frequently must occasionally lift and/or move up to 50 pounds Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this Job, the employee is occasionally exposed to: Moving mechanical parts, chemicals, live animals, and outside weather conditions. The noise level in the work environment is usually moderate to excessive. Computer Skills/Office Equipment The employee must be capable and confident using computers, copiers, tablets, phones, and other technology as needed. The employee must be kind and courteous to clients both over the phone and in person. Information must be accurately relayed between different mediums—emails, phone calls, in-person communication, notes, records, and voicemail. Health and Safety Pixie Project recognizes the potential for accidents in performing job-related tasks and promotes a safe working environment. All employees have a responsibility to promote and maintain a safe and healthy working environment and to complete assigned tasks safely and efficiently. Essential Functions / At Will Status This job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. How to Apply Please email your resume and a cover letter that tells us why you are interested in this position, and why you are a good fit for our team, and three references to pixiehiring@gmail.com. Thank you and we look forward to hearing from you soon! Job Type: Full-time Pay: $18.00 - $21.00 per hour Expected hours: 35 – 40 per week Benefits: 401(k) Dental insurance Health insurance Paid time off Vision insurance Schedule: 8 hour shift Every weekend Ability to Relocate: Portland, OR 97232: Relocate before starting work (Required) Work Location: In person