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Office Associate - Animal Welfare League (part time)

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Animal Welfare League of Arlington


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Published 13 days ago

January 7, 2021
December 23, 2020
$14.50 per hour

The Office Associate is responsible for providing administrative and clerical support services in order to ensure effective and efficient operations of the League’s administrative office. The Office Associate is responsible for equipment maintenance, daily paperwork, filing, and preparing documents for management as needed. This position is based in Arlington, Virginia.

About the Animal Welfare League of Arlington

The Animal Welfare League of Arlington (AWLA) provides animal adoption and community programs to the Northern Virginia and D.C. Metropolitan area, as well as animal rescue, control, and wildlife services within Arlington County. For more than 75 years, AWLA has remained committed to its mission to improve the lives of animals and the people who love them by providing resources, care, and protection. The Animal Welfare League of Arlington is a nonprofit 501(c)(3) organization.

The Animal Welfare league of Arlington is dedicated to creating a humane community in which animals and people live together harmoniously. For more information, please visit www.awla.org 

Reporting Relationships

This position reports to Director of Finance & Administration and works to support a team of two (2) additional staff members (Human Resources Manager and a part time Bookkeeper). The Office Associate will also work closely with League staff, volunteers, and the public.

RESPONSIBILITIES

  • Manage voice mail and phone system for the League including maintenance of phone equipment and condensing the current voicemail script
  • Maintain billing accounts for all League office equipment and services including janitorial, copier, and postage meter, Comcast, Verizon, Jani-King, and Answerware
  • Manage maintenance contracts on office equipment and ensure necessary repairs or replacement parts are received (ESI, Neopost) as well as Bluefin credit card system and onsite vending machine
  • File the League’s custody and owner surrender records
  • Distribute daily paperwork to various departments on a regular basis
  • Take minutes during staff meetings and distribute to all League staff in a timely manner. This includes setting up the room for meetings and providing snacks
  • Acts as liaison for alarm system and ensures all staff are trained on how to operate it
  • Organizing the copier room (minus the adoption folder sections) and sorting office supply donations 
  • Maintain current copier room mailboxes
  • Oversee staff holiday party
  • All Staff Weekly News: maintain, remind contributors, and post weekly in the copier room
  • Maintain yearly kitchen/fridge cleaning schedule and calendars
  • Organize Office Cleaning Day
  • Coordinate IT shifts and tasks
  • Act as liaison with computer maintenance vendor, coordinate shirts and tasks when IT services technician is on site
  • Maintain computer, laptop and tablet inventory
  • Maintain server room
  • Ensure animal control on-call log tracking is complete and timely
  • Create name tags and mailboxes for employees
  • Add and remove alarm codes as needed
  • Order uniforms, polos, and fleece vests for staff and maintain Lands’ End business store
  • Order business cards and name plates for new staff and staff transitions
  • Ensure desk/computer/phone set up for new staff
  • Schedule staff vaccinations upon new hire as well as bi-annually for current staff
  • Maintain spreadsheet with current staff vaccines history along with hard copies of vaccine records
  • Maintain and update staff contact list, phone extensions and org chart
  • Other duties as deemed necessary and consistent with the mission of the League

Required Qualifications

  • Two plus (2+) years of professional work experience in a similar role, preferably in an animal welfare environment
  • This position requires the individual to be self-directed while also being able to take direction well from a variety of managers
  • Ability to pass a background clearance
  • Knowledge of office systems
  • Familiarity with office management procedures and basic accounting principles required
  • Ability to work comfortably with and around animals in the office
  • Passion and commitment to the ethical treatment of animals and the mission of the League
  • Excellent people and customer service skills, pleasant demeanor, patient and professional
  • Demonstrated ability to engage and inspire
  • Detail oriented with proven organizational and follow through skills, capacity to work well under pressure in an ever-changing environment
  • Highly resourceful, flexible, and a strong work ethic
  • Able to set priorities and manage a variety of personalities
  • Strong computer literacy and excellent knowledge of MS Office, Word/Excel and Google platform

Desired Qualifications (helpful but not required)

  • Experience in the field of animal welfare or animal shelter
  • Experience with “hands on” nonprofits
  • Experience working with PetPoint
  • IT knowledge is a plus

Personal Characteristics

  • Enthusiasm and energy to make the workplace an enjoyable place to be 
  • Ability to work independently as well as with others in a wide variety of circumstances and with a diverse group of individuals 
  • Energetic, hard-working, and collaborative 
  • Positive and professional image in representing AWLA, both internally and externally 
  • Discretion with confidential information 

Travel Requirements

This position will require occasional travel and reliable personal transportation in order to attend meetings, scheduled presentations and other community events and/or conferences

Typical Physical & Mental Demands

Requires frequent bending, reaching, stooping, kneeling, walking/standing, eye-hand coordination and manual dexterity sufficient to operate a keyboard, telephone, photocopier, calculator and other equipment or machinery. Will have exposure to injured and deceased animals, disinfectant solutions, and various weather conditions. May assist in animal restraint and deal with distressed animals, and could be subject to bites and scratches. May be required to lift heavy items (possibly up to 50 lbs) or animals and be physically active. Requires normal range of hearing and eyesight to communicate with the public, volunteers, staff, and animals. Also requires flexibility and adaptability to work with frequent interruptions.

Must be comfortable around dogs, cats, small companion animals and wildlife.

May be required to receive rabies prophylaxis vaccine, hepatitis-B, and tetanus vaccinations.

The Office Associate is responsible for providing administrative and clerical support services in order to ensure effective and efficient operations of the League’s administrative office. The Office Associate is responsible for…

Details at a glance

  • On-site Location
  • Part Time Schedule
  • High School Diploma Required
  • Entry level

Benefits

This is a part time, non-exempt, hourly position with medical, dental and vision benefits (available for purchase at a 50% discount rate) as well as holiday, vacation and sick time. The compensation for the position is within the AAWA median range. Additional language bonus for second language speakers: Arabic, Mandarin, Sign Language, Spanish, Vietnamese

This is a part time, non-exempt, hourly position with medical, dental and vision benefits (available for purchase at a 50% discount rate) as well as holiday, vacation and sick time. The…

Level of Language Proficiency

Fluent English (oral and written) required. Additional language bonus for: Arabic, Mandarin, Sign Language, Spanish, Vietnamese

Fluent English (oral and written) required. Additional language bonus for: Arabic, Mandarin, Sign Language, Spanish, Vietnamese

Location

2650 South Arlington Mill Drive, Arlington, VA 22206

Apply to This Job

Instructions:

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Please submit the following application materials to Claudia West and include:

  • A thoughtful cover letter describing your interest in the position and relevant experience/qualifications – please also include your part time availability in your cover letter
  • Current Resume
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