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Support Services Specialist
ESSENTIAL JOB FUNCTIONS: Works under the direction of the Memphis Animal Shelter (MAS) Administrator. Maintains all vendor/clinic files and payments. Processes check requests. Enters all citations and/or ordinance summons into MAS tracking system. Schedules hiring interview sessions and coordinates all MAS employee training and certification classes. Researches and prepares reports and documentation requested through The Freedom of Information Act (FOIA). Provides customer service to MAS visitors including escorting them to the kennels and answering their questions, when necessary. Prepares monthly statistics for MAS Administrator, which are presented to the MAS Advisory board and shared with the public. Posts and updates information on the employee bulletin board, including but not limited to work schedules, OSHA regulations and HR policy notifications. Schedules meetings and maintains the calendar for the Administrator. Trains new MAS staff on dispatching procedures, when needed. Communicates with internal and external clients and vendors by email, telephone and written correspondence. Processes work orders for the MAS facility, in the absence of the Building Manager. Assists the Administrative Supervisor with maintaining accurate handling of MAS funds by tracking the appropriation statement and monitoring appropriate Oracle reports. Assists clerical staff with customer complaints/calls in the absence of management and takes messages, when needed. When needed, assists management with processing orders for office supplies, cleaning supplies, and food for the animals. Makes bank deposit drops, when needed. Processes on-the job injury claims for injured employees in the absence of a supervisor.
OTHER FUNCTIONS:
1. Performs additional functions (essential or otherwise) which may be assigned.
TYPICAL PHYSICAL DEMANDS: Must be able to communicate clearly both verbally and in writing. Requires the ability to operate general office equipment such as a computer and telephone.
TYPICAL WORKING CONDITIONS: Majority of work is performed in office environment. Requires some work in the Animal Shelter environment including exposure to odors and noise.
MINIMUM QUALIFICATIONS: Associate’s degree in Office Technology, Business, or Public Administration or a related field and three (3) years’ experience in administrative support functions; or any combination of experience and training which enables one to perform the essential job functions. Related bachelor’s degree preferred. Experience with animal shelter operations preferred. Experience using PowerPoint, Excel, and Adobe Acrobat software preferred.
The City Charter requires that City Employees, with the exception of "first responders", must establish residence within Shelby County within six (6) months from their date of employment. Proof of residence will be required at the time of hire. As defined by Tennessee Senate Bill No. 29, "first responder" means paid, full-time law enforcement officers, firefighters, and emergency medical personnel.
The City of Memphis is committed to providing access and reasonable accommodation in its services, programs, activities, and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Office of Talent Management at talent.management@memphistn.gov.
