CLINIC OFFICE MANAGER
is a unique opportunity for special individual s interested in promoting animal welfare by combating the pet overpopulation crisis. The spcaLA is seeking a Clinic Officer Manager for a Specialty Spay/Neuter Center in Los Angeles. Since 1877, spcaLA has been providing quality service to the animals and community in and around Los Angeles. As a non profit animal welfare agency, spcaLA leads with innovative programs that help animals and people in need. This would not be possible without our dedicated staff of animal welfare professionals
Primary Function: The Clinic Office Manger reports to the President and is responsible for the overall efficient operations of the office and service counter of the clinic. This includes maintaining office services and efficiency, providing excellent customer service to the public and clients utilizing clinic services and supervising office staff and animal care attendants.
Essential Duties & Responsibilities:
• Promote humane care and treatment of patients in our care at all times.
• Supervise all office activities, including office management, implementation of procedures and records management.
• Plan, develop and facilitate changes in procedures, forms and practices, work flows, personnel assignments and equipment.
• Supervise and coordinate the work of subordinates and other staff to maximize operational efficiency.
• Maintain strict confidentiality of client and patient information.
• Develop procedures for record retention to ensure the protection and security of files and records.
• Regularly monitor the accuracy, completeness and timeliness of information processed to ensure accurate records are maintained and available for generating receipts, certificates and reports.
• Responsible for the preparation and maintenance of the office budget.
• Answer telephones; respond to inquiries and schedule appoints.
• Ensure proper paperwork is processed, reviewed with client and sent home with patient.
• Collect payments from clients.
• Report employee or client problems to appropriate personnel for prompt resolution. Supervise client services and resolve grievances to ensure that quality client service is given at all times.
• Ensure that owners are happy and comfortable with leaving their pets in a safe environment.
• Order and maintain inventory and ensure that all required supplies are in stock.
• Management of employees, which includes: conducting performance reviews, reviewing job applications and interviewing applicants; hiring and training new employees.
• Ensure that staff follows disease control protocols to ensure a safe and healthy environment.
• Supervise staff to ensure the daily cleaning of kennels, cages, supplies surgical rooms and public areas in accordance with our policies and procedures.
• Represent the spcaLA in a professional and courteous manner at all times. Provide quality customer service to clients, volunteers, and staff, recognizing their individual contributions to the success of our organization.
• Work as a team member to meet clinic goals and objectives.
• Adhere to the agency and OSHA compliance polices and procedures.
• Perform other duties as needed.
Supervisory Responsibilities:
• Directly supervise all office personnel and animal care attendants.
• Responsibilities include interviewing, training employees, supervising employees in the performance of their duties, and providing performance evaluations and appropriate disciplinary action as necessary.
• Planning, coordinating and directing personnel training and staff development programs. Prepare and implement training policies.
• Responsible for the positive and professional appearance of the facility and staff .
Job Related & Essential Qualifications
Ability to:
• Ensure and promote the humane care and treatment of patients in our care at all times.
• Maintain a high level of animal health and sanitation.
• Effectively maintain the surgery schedule.
• Organize, set and implement priorities, manage multiple tasks, and evaluate performance.
• Utilize fiscal management procedures, budgets, statistics, and other administrative practices.
• Apply mathematical concepts such as addition, subtraction, fractions and percentages to practical situations.
• Effectively handle problem situations involving the public.
• Work well and communicate effectively, both orally and in writing, with the public, fellow employees, staff and volunteers. Perform the job in professional manner and work efficiently under pressure.
• Understand and carry out oral and written instructions.
• Originate and execute projects with little supervision.
Knowledge of:
• Office administration
• Strong computer and writing skills
• Fiscal management and procedures, budgets, negotiation skills and other administrative practices.
• Basic domestic animal care and safe, humane animal handling.
• Knowledge and proper usage of common equipment (phone, fax, copier, computer)
• Experience working with animals in a sheltering/clinic or commercial environment is desirable.
• Experience with proper cleaning and sanitary methods.
OTHER ESSENTIAL QUALIFICATIONS
Physical Demands:
• Requires the ability to stand, walk, run, sit and kneel, crouch or crawl and climb different levels of height.
• Perform work, which involves frequent lifting, carrying and/or pushing of 25 lb., and occasionally lift, push and/or move up to 50 lb. or more.
• While performing this job the employee is regularly required to use hands & fingers; handle or feel objects, tools or controls; reach with hands and arms; and talk and listen.
Working Conditions:
• Dealing with possible unruly animal and handling the same safely and humanely
• Possible exposure to hostile and over emotional public
• Heavy and fast paced workload
• Possible exposure to parasites and infectious diseases
• Must be able to tolerate loud animal noises and odors for extended periods of time
• The noise level in performing this job varies depending on the task being performed.
Experience & Training:
• Minimum three years experience in a managerial position in related field .
• A management style that promotes teamwork, enhances creativity and facilitates communication
Salary Range: $35,000 - $45,000/ yr This is a full-time exempt position with benefits.
