Best Friends Animal Society
  • 553- Los Angeles Outreach
  • Los Angeles, CA, USA
  • Hourly
  • Full Time

Join Best Friends and turn your career into a labor of love. The benefits package is one of the best! Medical, Dental, Vision, Basic and Supplemental Life Insurance, Short and Long Term Disability, Child Care reimbursement, Pet Sitting reimbursement, Flexible Spending Account, Health Savings Account, PTO, Paid Holidays, Employee Assistance Program, 401k and Staff Discounts


Location: Mission Hills, CA

Position Summary: Provides administrative support to the Adoptions Department, which includes but is not limited to: maintaining retail store, overseeing operational supply orders, conducting research, maintaining Adoptions Dept files, handling information requests, preparing reports and other administrative functions as assigned by the Adoptions Manage, HR Administer and Lifesaving Team.

Essential Duties/Responsibilities: 

  • Manage retail store operations at Best Friends LA Pet Adoption Center, including ordering, inventorying, managing shipments and payments, store upkeep and auditing merchandise as needed for annual counts and/or discounting purposes
  • Oversee all general supplies ordering bi-monthly for all Best Friends LA Pet Adoption Center management, including order placement, invoice coding and delivery distribution
  • Provide general information support by answering main line phone & voicemails, direct calls to proper departments and replying to general inbox inquiries
  • Assist with post adoption follow up and inquiries
  • Assist/Attend offsite events as needed
  • Maintain list of resources for animal assistance needs for the public, ensure resources provided in lobby are current       
  • Maintain online wish list for LA operations
  • Coordinate project-based work, as assigned by Adoptions Manager, HR Administer and Lifesaving Team
  • Produce reports on scheduled basis, including weekly and/or monthly reporting needs for lifesaving departments
  • Assist with maintaining written policies, procedures, protocols, forms and training materials
  • Maintain mass file upload and distribution in various systems (ShelterLuv, Microsoft; SharePoint, One Drive, Teams, etc)
  • Maintain supply inventory for Adoptions Department by checking stock to determine inventory levels, anticipating requirements, storage and fulfillment
  • Assist with in-kind and financial donation inventory and distribution
  • Distribute packages and mail to appropriate departments
  • As needed, provide front desk coverage to greet and assist public with needs
  • Conduct research, collect and analyze data to prepare reports and documents, as requested by Adoptions Manager
  • Prepare financial documents as needed, including monthly department reconciliations
  • Other duties as assigned by Adoptions Manager, HR Administer and Lifesaving Team

Qualifications/Experience:

  • Knowledge of administrative and clerical procedures and systems such as word processing, creating spreadsheets and Microsoft Outlook, managing files and records, database programs, managing files and records, designing forms, and other office procedures and terminology
  • This job requires all of the following key competencies:            
    • Organizational and planning skills
    • Excellent verbal and written communication skills.
    • Information gathering and monitoring skills
    • Problem analysis and problem solving skills
    • Judgment and decision-making
    • Initiative
    • Confidentiality
    • Team member
    • Attention to detail and accuracy
    • Adaptability    
  • Proficient computer skills and in-depth knowledge of relevant software such as MS Office Suite
  • Knowledge of animal welfare software such as ShelterLuv is preferred; ability to quickly gain proficiency in shelter software is required
  • Proven ability to promote a positive work environment
  • Work with customers, staff and general public in a professional & positive manner
  • Ability to handle sensitive and confidential situations
  • Basic understanding of and interest in statistics
  • Ability to problem solve and work with minimal supervision
  • Ability to set goals, and work independently to plan and carry out projects
  • Ability to professionally advocate Best Friends Animal Society position on issues
  • Proficiency in the use of computer tools to include, but not limited to word processing, spreadsheets, presentations, databases, internet search engines, etc.
  • Valid driver's license with access to transportation to travel for organization business
  • Bachelor's degree preferred
  • Bilingual (Spanish/English) a plus

Physical and Job Requirements:

  • Work at a computer for extended periods of time to include repetitive typing, arm and hand motion.
  • Perform strenuous physical labor including bending, stooping, reaching, lifting, etc.
  • Daily hours and days of the week may vary according to the needs of the department schedule: will include weekend, night and holiday work.  

Thank you for your interest in pursuing a career at Best Friends Animal Society.  Best Friends Animal Society is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to their race, color, religion, ancestry, national origin, sex, sexual orientation, age, disability, marital status, domestic partner status, or medical condition.

We will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Best Friends Animal Society
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