The Intake Supervisor (IS) oversees all aspects of the intake program and ensures they are running smoothly. The IS must demonstrate, mentor, and reinforce Willamette Humane Society (WHS) values, principles, and mission-driven culture.
DUTIES AND RESPONSIBILITIES
- Perform job duties in a positive, helpful manner. Provide exceptional customer service and represent WHS in a professional manner in all situations with the public, volunteers, and staff.
- Assist the public in all aspects of shelter programs and share information to enhance the public’s knowledge of animal welfare as well as their knowledge of WHS mission and programs.
- Lead and assist intake team to ensure that daily intake tasks are completed with compassion, effectively, and per established protocols.
- Perform the work of front line staff when additional customer service is needed including, but not limited to: assisting customers with intake requests, receiving and processing animals according to established procedures, accepting donations, and responding to customer inquiries.
- Make recommendations for disposition including adoption, euthanasia, rescue, foster, or transfer.
- Provide support to staff when difficult situations with customers arise.
- Perform the duties of a Certified Euthanasia Technician.
- Notify ACM when medical supplies are running low and need to be reordered.
- Approve animal paperwork and evaluate staff recommendations for adoption, euthanasia, transfers, and pre-alters.
- Exercise good judgment when dealing with confidential customer information.
- Oversee closing of shelter, ensuring that the animals Five Freedoms are met and the facility is secure for the night.
- Alert Animal Care Manager (ACM) to performance issues that may need corrective action.
- Provide backup for other animal care staff, and become fully crossed trained in all areas of the shelter to assist where the need is the greatest.
- Assist with completion of monthly animal reconciliation.
- Perform other duties as assigned by the manager or director.
- Supervise, plan, and coordinate the activities and operations of the intake team; coordinate assigned activities with other departments and the general public, enabling staff to achieve clearly articulated and jointly established goals in support of WHS’s mission.
- In collaboration with ACM, identify personnel needs. Interview and select personnel, choosing the right people for the right roles. Conduct orientation for new employees.
- Provide training to ensure staff are trained and certified in their job duties. Identify staff training needs; continuously evaluate the needs of staff correcting any deficiencies.
- Schedule staff and approve staff time in the ADP system. Ensure staff breaks and lunches are taken as mandated by state law and provide coverage during breaks.
- Prepare and deliver performance evaluations. Collaborate with ACM to evaluate personnel performance including professional growth and development, compensation recommendations, and required disciplinary action and ensure employees adhere to WHS standards and performance expectations.
- Oversee, train, and support intake volunteers in collaboration with Volunteer Manager.
- Actively participate in Support Team, Leadership Team, and other meetings as assigned and demonstrate WHS values in action.
The IS directly supervises the Intake Specialists.
CONTROLS OVER WORK
The IS works under the general supervision of the Animal Care Manager and in close collaboration with the Adoptions Supervisor and the Animal Welfare Supervisor.
CONTACTS WITH OTHERS:
The IS will have regular contact with other shelter employees, stakeholders and volunteers from all departments, as well as the public. Some interactions may be difficult due to the nature of customer’s needs. May work with area veterinary clinics, animal control officers, and other agencies. All contacts with others will require a tactful and a professional demeanor and ability to work cooperatively with others.
- Work takes place both indoors and outdoors.
- Will have regular contact with animals with varying degrees of domesticity and physical condition. (Will be expected to work around live and deceased animals.)
- Will work directly with animal wastes, potentially harmful cleaners and disinfectants, high noise, and potentially hazardous conditions, including the risk of animal bites and zoonotic diseases.
- May be exposed to heights, such as step stools or ladders.
- Must employ basic safety standards at all times. Will have access to, and be required to use, protective equipment such as boots, gloves, protective eye and ear wear, etc.
- Evening, weekend, and holiday work is required.
- Frequently required to stand, walk, sit, and reach.
- Must be able to lift 40 pounds.
- Must be able to lift 20 pounds repetitively.
- Work performed requires lifting, bending, stooping, twisting, pushing, and other strenuous activities for extended periods of time.
- The position requires regular use of a computer, telephones, and other standard office equipment.
- Work is often done in a time sensitive and demanding environment.
- May be required to take a physical examination paid for by WHS prior to the start of work activities.
KNOWLEDGE, SKILLS, AND ABILITIES
- Must be able to thoroughly learn WHS policies and procedures, such as, but not limited to animal care, admissions, and adoptions.
- Strong organizational skills, with attention to detail, accuracy, and good follow up skills; time-management skills with the ability to implement priorities and the ability to consistently meet deadlines with steadfast dependability.
- Ability to accurately work with detailed information in paper and computerized format.
- Must understand and support humane options of training and be able to counsel the public in matters of training, behavior modification, and socialization as well as alternatives to surrender.
- Must possess the ability to use exceptional judgment to provide the best counsel and customer service to both customers and animals even under stressful conditions.
- Ability to create and sustain positive working relationships within WHS with volunteers, the public, and be a team player. Must be able to deal with conflict in a professional and constructive manner.
- Must work in a manner that reflects a safe environment for animals, the public, and other employees.
- Ability to handle animals safely and with patience, gentleness, and compassion.
- Ability to handle multiple tasks in a busy workplace environment.
- Ability to learn and quickly adapt to changes in programs and procedures.
- Facilitate decisions that result in our customers and animals receiving outstanding, personalized service.
- Proficiency in Microsoft Office and a Google environment.
- Capable of learning industry databases, i.e. PetPoint and QuickBooks Point of Sale software.
- Ability to speak and understand Spanish is a desirable but not required.
EDUCATION AND EXPERIENCE
- Must be a high school graduate or equivalent and be able to read, write, and speak clearly in English so that written and verbal instructions can be communicated effectively.
- Work experience, education, and/or training relevant to the work described. Previous shelter or veterinary experience is desired.
- One year of supervisory experience preferred.
- Working knowledge of dog and cat breeds, an understanding and recognition of common diseases, medications, medical conditions, animal handling and behavior, and considerable knowledge of safe procedures for handling animals.
- Demonstrated ability to objectively evaluate animals on an individual basis.
- Have an Oregon Animal Euthanasia Technician certificate or receive certification within 6 months of hire. Experience as a euthanasia technician is preferred.
Additional requirements: A demonstrated interest and enthusiasm for animal welfare and WHS mission; be willing to work weekends and evenings as required by the job; have a valid Oregon driver’s license and insurable by WHS vendors; meet the physical requirements of the job, and be bondable.
Note: Under the provisions of the Immigration and Reform Control Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, religion, national origin, marital status, disability or any class protected by law.
Wage: Starting at $13.40 hour DOE. There is no relocation benefit for this position.
Schedule: Typically 11:00 am to 7:30 pm, Thursday through Monday, may change with the changing needs of the animals.
Benefits: Medical, Dental, and Life insurance available after 60 days, paid time off provided after 90 days. Employee Assistance Program benefits available. A 401(k) retirement plan is available after one year of service.Apply Online!
INCOMPLETE APPLICATION PACKAGES WILL NOT BE ACCEPTED
Due to the large volume of responses, WHS will contact only those candidates who are selected for interview.
Completed application materials received by the business office will be reviewed upon receipt. This position may close at any time.
All WHS employees are committed to the following mission-driven values:
Positive Service to All
Collaborative Problem Solving
Initiative and Innovation
Accountability and Responsibility
Under the provisions of the Immigration and Reform Act of 1986, the successful candidate will be required to provide evidence of identity and eligibility for employment. WHS is an Equal Opportunity Employer that does not discriminate on the grounds of race, color, sex, religion, national origin, marital status, disability, sexual orientation, genetic profile or any class protected by law. WHS is a drug free/smoke free workplace. Employment will be contingent upon successfully passing a drug screen conducted at the Society’s expense.