Administrative Assistant

Friends of Oakland Animal Services Administrative Assistant Oakland, CA
· Part time Company website Apply for Administrative Assistant

The Administrative Assistant provides essential support to ensure the smooth and efficient operation of the organization. This role is responsible for managing daily administrative tasks such as maintaining records, data entry, handling correspondence, processing bills, etc. Strong organizational skills, attention to detail, and proficient computer skills are essential for success in this role. The ideal candidate is proactive, dependable, and able to balance multiple priorities in a fast-paced environment.

Friends of Oakland Animal Services (FOAS) is a 501(c)(3) nonprofit whose mission is to provide homes, health, and happiness to Oakland’s animals in need. Since our founding in 2005, our primary focus has been to fund programs and activities at the City of Oakland's municipal animal shelter, Oakland Animal Services (OAS), that improve services to the people and animals of Oakland.

Job Duties and Responsibilities

• Provide general administrative support to ensure smooth daily operations of the organization.
• Monitor and manage general inquiries by responding to phone and email inquiries, or forward to designated persons as appropriate.
• Pick up mail at PO Box and at Oakland Animal Services; review, process, and distribute mail.
• Process the organization’s bills.
• Scan, file, and organize documents to ensure accurate recordkeeping.
• Organize and manage electronic and paper records for efficient retrieval.
• Perform accurate data entry and maintain up-to-date donor and contact records in organization’s databases including Salesforce.
• Assist with compiling data/producing reports from records and databases.
• Send acknowledgements and thank you notes to donors, coordinating with volunteers as needed.
• Follow up on returned mail by contacting donors and updating mailing addresses in the database.
• Assist with the hiring process, such as posting job openings, scheduling interviews, etc.
• Organize and schedule meetings and events.
• Source for and purchase supplies.
• Assist with rental of equipment as needed.
• Other duties as assigned.

Qualifications and Education Requirements

• Associates degree or equivalent from an accredited college or technical school preferred.
• At least one year of work experience in administrative support.
• Experience working or volunteering with an animal care, rescue, or shelter preferred.

Required Knowledge,

Skills and Abilities

• Commitment to the mission, goals, and success of Friends of Oakland Animal Services.
• Ability to manage multiple tasks, priorities, and deadlines efficiently.
• Strong attention to detail.
• Strong written and verbal communication skills.
• Positive attitude with the ability to establish and maintain effective and cooperative working relations with the public, volunteers, and other employees.
• Flexible and adaptable, with an aptitude for effectively prioritizing multiple tasks and deadlines, and a strong work ethic.
• Excellent organizational, time management, and communication skills.
• Strong computer and technical skills including proficiency with Google Workspace.
• Experience with CRM/database tools preferred.

Work Location

Remote/work from home. Must be located within the San Francisco Bay Area, within 30 minutes driving distance to Oakland Animal Services (1101 29th Ave, Oakland, CA 94601).

Job Classification:

Part-time, non-exempt, 10 hours/week

Reports to:

Compensation

$23- $26 per hour DOE;
Accrued vacation and sick time based on hours worked