Objective: Provide administrative support for the Pet Clinic, and provide assistance to the public regarding medication, procedures, scheduling appointments, and processing invoices and payment.
Essential Functions:
Facility & Infrastructure & Procurement Support
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Adheres to agency SOPs to include standard best practices on safety and compliance.
- Primary support for the clinic reception desk –
- Answer incoming calls and check/return messages
- Schedule appointments
- Update cancellations
- Fill openings as needed
- Confirm appointments the day before
- Greets and helps all visitors/volunteers
- Process paperwork as needed
- Assist with the flow of incoming animals throughout designated areas, take animal weight as needed.
- Applies appropriate promotions and discounts to services
- Processes all reminder emails, calls and postings
- Provide information on flea and tick treatment, spay/neuter surgery, routine testing and test results, clinic practices, or general questions on various aspects of animal care.
- Relay important follow up care to discharged patients as requested by the veterinarian or technician staff.
- Stock, clean and organize lobby area of the clinic and the reception desk.
- Ensure deposits are taken and applied to the client account.
- Process all invoicing at the close of each appointment.
- Responsible for obtaining and uploading medical history to patient files
- Responsible for sale of clinic merchandise
- Process all payments and close out and balance the drawer each day.
- Oversee assigned maintenance and safety responsibilities
Position Requirements:
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Humane treatment of animals
- Is able to accept and explain the concepts of prepubescent sterilization, prerelease sterilization of adopted animals and humane euthanasia
- Must recognize or be willing to gain working knowledge of normal and abnormal health and behavioral conditions of the patients, pre- and post-surgery
- Knowledge of the diseases and disorders of animals, spay and neuter and related procedures, and animal handling and restraint
- Familiarity with medical terminology and medical knowledge, willingness to learn
- Knowledge of disinfecting procedures; antisepsis and asepsis
- Adhere to all organizational policies and procedures and safety standards
- Quickly learn and adapt to changes in policies, procedures, and safety standards
- Maintain good appearance and the ability to tactfully and effectively work with the public
- Maintain a positive and respectful attitude
- Provide and record accurate information
- Ability to handle multiple tasks simultaneously
- Demonstrate flexible and efficient time management and ability to prioritize workload
- Effective communication skills
- Problem solving skills
- High quality customer service skills
- Ability to learn quickly and efficiently
- Consistently report to work on time and prepared
Competencies:
Communication - Receptionist must communicate effectively both verbally and in writing with supervisors, colleagues, volunteers and clients. Is able to effectively communicate in emergent situations. Is tactful and understandable when communicating medical information to clients.
Customer Service - Receptionist has daily contact with clients, co-workers, supervisors and volunteers. Is able to respond promptly and courteously to customer needs. Responds to request for service or assistance from supervisors, co-workers and volunteers. Is able to handle customer service situations and is able to identify when a client issues needs to be elevated to a supervisor. Displays empathy and understanding when needed.
Attendance and Dependability - Receptionist can be depended on to report to work at the scheduled time and is seldom absent from work and can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious about assignments.
Problem Solving - Receptionist is able to identify potential problems and in a timely manner is able to identify a solution or person to provide the solution. The Receptionist will work well in a group or individual problem solving situations. Displays original thinking and creativity.
Qualifications:
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High School graduate required
- 1-3 years’ experience in high contact customer service position
- Working knowledge of computer systems and programs
Physical Factors:
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Work performed in animal clinic, high exposure to animals
- Ability to lift up to 50 lbs. unassisted, and over 50 lbs. with assistance
- Potential exposure to zoonotic diseases, dangerous and fractious animals, high noise levels, wet surfaces, hazardous chemicals, and sharp objects
- Long periods of standing, bending, stooping, reaching, and working outdoors in differing climate may be required
Disclaimer:
This is an employment at-will position, which means that employment is for no specific term and that employment may be terminated by the employee or AWA at any time with or without cause. This job description is not intended to be an exhaustive list of all duties, responsibilities, skills, efforts, or working conditions or qualifications associated with the job. Management reserves the right to revise or to require that other different tasks be performed when circumstances change, for example, emergencies, changes in personnel, workload, rush jobs, or technological breakdowns in departments.
To apply, send resume to: [email protected]
