Front desk office assistant job description

This administrative position earns a competitive wage of $13 - $16/hr .We provide our full-time employees with fantastic benefits , including health, dental, vision, paid time off (PTO), a 401(k) with employer match, employee discounts, professional development assistance, and a flexible schedule. If this sounds like the right pet care opportunity for you, apply today!

ABOUT PENN ANIMAL HOSPITAL

For years, we've provided quality veterinary services to West Grove and the surrounding communities. As pet lovers ourselves, we recognize that today's owners are busy and that finding the time for a trip to the veterinarian isn't always convenient. Our goal is to provide the best of both worlds for our clients and their pets. We provide state-of-the-art pet healthcare, using the latest technology and techniques, in a way that's convenient and readily accessible for today's busy families. Every day, we promise to take the time each client needs and to go the extra mile for our patients.

Our employees play a big role in the success of our practice, and for that, we thank them with benefits that strengthen both the body and the mind . Our team also enjoys real mentorship from people who have been there, done that, and got the t-shirt to prove it. Our employees thrive in our supportive culture and appreciate that our practice is big enough to provide great pay and perks but is still private and family-run . In our practice, you matter , and we hope you will join our team!

A DAY IN THE LIFE OF A FRONT DESK RECEPTIONIST / VET OFFICE ASSISTANT

As a Front Desk Receptionist / Vet Office Assistant, you are the friendly face of our clinic! You love animals and people, and you genuinely enjoy forming relationships with our clients and their pets. Your customer service background serves you well as you warmly greet people and pets, putting them at ease. Competent and efficient, you handle administrative tasks such as scheduling appointments, maintaining records, and managing transactions. When conducting phone calls or sending emails, you communicate clearly and tactfully. Knowledgeable about the items we stock, you educate clients about products and process sales.

Thanks to your keen organizational abilities, our animal hospital runs seamlessly. Detail-oriented and organized, you coordinate with laboratories and courier services to ensure samples are collected and delivered in a timely manner. Our doctors and technicians appreciate your positive nature and your willingness to lend a helping hand. You enjoy interacting with our clients and patients each day, and you feel great knowing that you play an important role in the success of our practice!

QUALIFICATIONS FOR A FRONT DESK RECEPTIONIST / VET OFFICE ASSISTANT

• 1+ years of customer service experience
• Experience with laboratory and clinical techniques, including familiarity with veterinary drugs, instruments, and surgical and anesthetic monitoring equipment
• Proficiency with computers and the ability to use veterinary software
• Ability to meet the physical demands of the job, including lifting up to 50 pounds
• Resident of the Newark area OR willingness to relocate or reliably commute

Do you have a strong work ethic? Can you remain calm and professional in emergency situations? Are you a good problem solver with sound judgment? If yes, you might just be perfect for this administrative position with our veterinary practice!

WORK SCHEDULE FOR A FRONT DESK RECEPTIONIST / VET OFFICE ASSISTANT

We are looking for an administrative professional who is available to work a variety of shifts, including nights and occasional weekends .

ARE YOU READY TO JOIN OUR ADMINISTRATIVE TEAM?

If you feel that you would be right for this job at our animal hospital, please fill out our initial 3-minute, mobile-friendly application . We look forward to meeting you!

Location: 19390

This is a full-time position with daily hours of 8:00 a.m. to 5:00 p.m. The position reports to the Human Resources Manager.

Front Desk Duties Include:

• Answer, screen, and forward incoming phone calls, as well as monitor all voicemail boxes
• Greet and welcome clients and vendors as they arrive at the office
• Order and maintain inventory of office/mailroom and break room supplies
• Ensure reception area and conference rooms are well maintained
• Manage incoming and outgoing mail and packages (inter-office, USPS, FedEx, UPS)
• Maintain Conference Room calendar and HR time-off calendar
• Order lunches for internal meetings, as needed
• Review expense reports/invoices and add internal codes for processing of HR/corporate credit cards
• Provide backup support for the daily opening and closing of the office, as necessary

Administrative Duties Include:

• Provide administrative support to departments within the organization, including but not limited to HR; for example, assist with Ad Hoc HR & Office Projects
• Additionally, assist the Facilities Coordinator with office events by proposing ideas, and helping to manage the budget, and execute the plan
• Provide backup support to the Office & HR Assistant, as needed
• Other duties as assigned

Qualifications & Experience:

• Bachelor's Degree or equivalent experience preferred
• Minimum of 1-year experience as a Front Desk Representative or a similar role
• Experience in Microsoft Office Suite (i.e., Word / Excel)
• Solid written and verbal communication skills
• Professional and positive attitude
• Customer service approach to interacting with all levels within the organization
• Proven ability to work independently
• Strong attention to detail and ability to effectively manage multiple projects
• Punctuality is required

Wage: $11.50 to $12.50 an hour

EXPERIENCE EXTREME CUSTOMER SERVICE

About the Company

Dynamic Workforce Solutions (DWFS) contracts with state and local entities to provide services that offer the communities we serve reliable workforce development and training solutions that result in talented, well-trained people positioned for tomorrow's jobs. Our innovative approach to delivering services, passion for the work we do and commitment to ongoing quality have defined over three decades of exceptional results.

Our people feel they are part of something way bigger than just a job. We commit to delivering Extreme Customer service in order to provide outstanding outcomes for the people and businesses we serve.

Your Impact

Are you outgoing and interested in helping others? In this role, you will serve as the first point of contact for all customers seeking Workforce Center services. You will be able to assist these customers in accessing the information and services they need. You will also facilitate training sessions for customers in alignment with program goals.

Primary Objectives of Position: Conduct follow-up, retention activities while supporting and
directing clients to the appropriate areas. Aid in screening, providing and interpreting
assessments and eligibility for program(s).

Essential Job Functions:
• Screens clients to determine eligibility for program.
• Maintains files for all applicants in conjunction with required documentation.
• Aid in providing and interpreting TABE Assessments to Participants.
• Assist with contacting participants and gathering follow-up information.
• Provides detailed information regarding services in person and/or on the telephone.
• Performs client follow-up on no-show appointments.
• Escorts and/or directs clients to appropriate areas for testing, counseling, and Resource Room
activities.
• Observe, prepare, and monitor timesheet to submit for bi-weekly stipend payments for
participants.
• Gather participant's eligibility documents and schedule eligibility appointments for
participants.
• Examines correspondence, memos, directives, materials, etc., and initiates relevant action or
replies when possible and permissible, or referring to supervisor for action along with pertinent
information available.
• Prepares accurate and appropriate case notes.
• Utilize Extreme Customer Service behaviors in all interactions with internal and external
customers.

Other Job Duties: Other duties and special projects as needed to meet overall company
objectives. This job description is not intended to be all-inclusive. The employee may be
requested to perform other reasonable related duties as assigned by the immediate supervisor and
other management as required. The company reserves the right to revise or change job duties as
business requirements dictate. It is also understood that the company reserves the right to change
work schedules as required, including requiring overtime.

Physical Demands/Work Environment: Physical requirements include carrying/lifting up to 5
pounds, frequently; up to 10 pounds, regularly; and up to 25 pounds, occasionally. Visual acuity,
speech, and hearing; hand and eye coordination and manual dexterity necessary to drive an
automobile and operate computer keyboard and basic office equipment; subject to carrying,
lifting, twisting and reaching to perform essential job functions. Working conditions are
primarily in an office environment with occasional travel to other locations.

Required Competencies: Extreme Customer Service focus, ability to utilize coaching
techniques to drive exceptional performance and quality results, learning orientation,
communication proficiency, teamwork orientation, technical capacity

Qualifications:
Education: Associates from an accredited college/program or relevant experience required.
Experience: Three years relevant work experience. Prefer knowledge of Workforce Innovation
and Opportunity Act.

Skills/Abilities: Must possess strong data entry skills and be proficient in Microsoft Office
products with the ability to use various software programs for correspondence, reports, statistical
compilation, analysis and data base access. Ability to gather information, analyze, articulate and
present solutions for complex problems. Ability to work in a team environment and
independently with minimal direction. Excellent interpersonal skills and customer-service
orientation. Strong oral and written communication skills.

Additional Requirements: Must have valid driver's license and adequate vehicle insurance
coverage.

Diversity is at the heart of our business. It is key to our people's passion for serving individuals and communities who seek to build a stronger workforce. We strive to create a work environment that provides all our team members with equal access to information, development and opportunity. Furthermore, our commitment to diversity and inclusion is deeply rooted in the values instilled by our Four Cornerstones and commitment to Extreme Customer Service. We recognize that differences in age, race, gender, nationality, sexual orientation, physical ability, thinking style and background bring richness to our work environments. Such differences help us connect better with the workforce development needs of people we serve in our communities. We believe that attracting, developing and retaining a base of employees that reflects the diversity of our customers is essential to our success.

Equal Opportunity Employer

Dynamic Workforce Solutions is an equal opportunity employer/program and auxiliary aids and services are available upon request to individuals with disabilities.