Administrative and Operations Specialist

Work Location:

Work will primarily be within our new Williamsburg, Virginia professional office complex (70%). Travel will also be required to meet the needs of our event schedule (30%).*

             *up to 15 hours a week, within 500 mile radius of Williamsburg, VA. 

About Us:

A 501(c)(3) national nonprofit established in 2015 founded at Old Dominion Animal Health Center in Northern Virginia (McLean). Paws of Honor’s mission is to eliminate the financial burden for families/former handlers of K9s retired from law enforcement and military service which, unlike their human counterparts, generally receive no financial benefits upon retirement. Veterinary care for former working dogs is costly. Paws of Honor endeavors to cover these dogs’ veterinary costs one-hundred percent (100%).*                                            

         *cost coverage is dependent on charitable contributions

Job Description:

Paws of Honor seeks an Administrative and Operations Specialist to provide critical support in their Williamsburg headquarters. This position is to be supervised by the Operations Manager, collaborating with the Paws of Honor team, and supporting Event and Fundraising activities. The person who fills this position will perform the following:

General Admin Duties:

• Enter vendor invoices into NetSuite.
• Coordinate and assist with a NetSuite database for vendor and donor/constituent management.
• Reconcile credit and debit card account activity.
•  Enter donor data, logging donations onto fundraising portals in order to download and format Excel donation reports.
• Weekly mail processing, assuring that deposits and payments of invoices are coordinated with other staff for appropriate separation of duties.
• Ensure timely payment of veterinary and other invoices through efficient communication.
• Assist annually with donation acknowledgment tax receipt mailings.
• Monitor and respond to incoming written and telephone communications with polished professionalism. 
• File management online in MS Teams, and via paper retention per our written retention policy.
• Backup for shipping of online store merchandise and inventory via Shipstation, USPS.
• Routine telephone and MS Teams Meet/virtual meeting software interfacing with staff and others.
• Monitor and respond as appropriate to voicemail, emails, and written communication.
• Interpret veterinary records pertaining to canine health assessments, diagnostics, therapy, and other reports.

Event Support Duties:

• Ability and willingness to attend events (locally or otherwise) with a team member or alone.
• Assist in the Combined Federal Campaign (CFC) as a representative of our organization.
• Presenting in front of an audience (in-person or virtually).

Experience in written and interpersonal communication is key as you will represent our organization as the public-facing intermediary. This position will interface with donors, handlers, and the public via telephone and in-person.

Job Type:

The ideal candidate will reside in or around a 50-minute commute from our Williamsburg, Virginia office where this position will work with 1-4 other staff in the office space.

This is a salary position (exempt from overtime pay).

Full Time w/Benefits

• 0900-1700 Monday to Friday (core hours)
• Flexibility based on event support

Occasional travel (regionally-driving, or nationally-by air) will be required to meet the needs of the event calendar. As Paws of Honor only has one company vehicle, it is shared by the team. A personal vehicle may be required to use during heavy event seasons.

Desired Qualifications:

• Familiarity with standard concepts, practices, and procedures within the veterinary field.
• Ability to perform a variety of tasks and utilize experience and independent judgment to accomplish goals;
• Proficiency to Intermediate level (Advanced level preferred) in Microsoft Word, Excel, Outlook.
• MS Teams and Adobe Acrobat Pro DC experience.
• Experience with databases, particularly with nonprofit donor management.
• Prior nonprofit and/or law enforcement and/or military experience.
• Familiarity with Oracle NetSuite software.
• Associate degree or equivalent experience.
• Customer service and/or retail experience and/or donor consultations.

Requirements:

• Virginia Driver’s License (required).
• US work authorization (required).
• Three years’ experience working in a veterinary/billing setting, with familiarity of veterinary terminology (strongly favored in candidates).
• Three years’ experience in customer service and/or event management.
• Three years’ experience working in Project Management (or equivalent training), understanding of basic accounting principles, working with a team, applied critical thinking strategies, and learning new processes.

Compensation:

Starting salary ranges from $35,000-$45,000 depending on experience.

Benefits:

• Eligible for Health, Vision and Dental insurance bonus-paid coverage assistance up to $800/mo. capped (possible this is to become a company-offered insurance plan conversion within 18 months as our nonprofit grows).
• Eligible for 401(k) Plan with 4% maximum employer match after 30-days of continuous work.
• Paid Time Off (PTO) on an accrual basis with 40 hours/year carry-over.
• Paid Federal Holiday’s.
• Employer-paid training may be offered (i.e. software, webinars, short online courses).

Provided Equipment:

iPhone/iPad and PC desktop computer with MS Office 360 Suite and MS Teams, Adobe Professional DC, Oracle NetSuite (nonprofit version) plus additional software as needed to be installed.

Background Check:

Following acceptance of offer; prior to beginning work, a background check will be performed. Further background and driving records may be required for access to the company vehicle.

TO APPLY:

Applications may be submitted via LinkedIn.com, with cover letter submission encouraged. Alternatively, email resume and cover letter to info@pawsofhonor.org including ‘Administrative & Operations Specialist’ within subject field.

Applications should be submitted not later than 11:59pm EST Sunday, June 16, 2024.

Paws of Honor, Inc. is committed to creating a diverse environment and is proud to be an equal opportunity employer. Veterans and people of color are strongly urged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

www.pawsofhonor.org

www.facebook.org/pawsofhonor

www.twitter.com/pawsofhonork9s

www.instagram.com/pawsofhonor

“Two Heroes, One Leash”

Salary : $35,000 - $45,000