Hawkline Receptionist and Administrative Assistant

The Hawkline Receptionist and Administrative Assistant is responsible for phone support for the animal rescue hotline (Hawkline) as well as office and administrative tasks.

The Hawkline is the phone number that members of the public call when they have found a wild animal that appears to be in distress. Calls can range from a baby bird on the ground to an adult raccoon hit by a car. The Hawkline Receptionist will give advice and direct the caller to either leave the animal alone, bring it to our wildlife clinic, or they will call out a rescuer to retrieve the animal. Success in this position requires the ability to identify common Napa County animal species and knowledge of their natural behavior. We are willing to train for these abilities.

Office tasks will support all aspects of our mission, such as completing animal intake paperwork, maintaining volunteer databases, ordering supplies, and assisting with events.

This is a people-oriented position with no animal handling.

Professional Requirements:

• Experience answering phones and performing office tasks in a fast-paced environment
• Spoken and written fluency in college level English and willingness to learn medical terms
• Excellent verbal and written communication skills: in person, over the phone, and by email
• Experience using Microsoft Office and Google G Suite Apps
• Ability to use an iPhone, WhatsApp, and comfort with professional texting
• Familiarity with Napa and Solano County locations (or speedy fluency at using Google Maps) and ability to get and give directions.
• Must have valid driver’s license and live within a 1 hour drive of the clinic to be able to respond to emergency situations
• Comfortable asking for help and advice from animal care staff while responding to Hawkline calls
• Ability to work in an environment that sometimes has loud noises or unpleasant smells

Desired Qualifications (not required)

• Experience working reception in a similar environment, such as a vet office or animal shelter
• Fluency in Spanish
• Knowledge of natural history and local wildlife
• Experience using Volgistics and/or WRMD

Professional Attitude and Expectations:

• Maintain a customer-oriented professional manner, especially on the phone, when meeting the public, and admitting animal patients
• Remain calm during stressful situations, including the ability to deescalate emotional callers
• Keep an organized workspace and focused attitude
• Respond to emails, texts and phone calls in timely manner (generally 24 hours)
• Be a team player- work with other staff to achieve goals and support our mission
• Respect and appreciation for wildlife

 

Hawkline Receptionist and Administrative Assistant Job Duties will include, but are not limited to:

• Answer and return phone calls with a professional demeanor
• Coach callers on how to proceed with active animal rescue situations
• Contact trained volunteer rescuers when necessary and give them specific directions as to where to find the animal and who to contact
• Accurately redirect calls to our local partners for specific species
• Instruct how to best handle problems with nuisance wildlife
• Record all Hawkline calls in the WRMD log
• Admit patients into our system, both on paper and into our online database
• Process donations by writing receipts or using the Clover App
• Maintain database of all active and inactive volunteers
• Update information on the website as needed
• Contact the appropriate parties for maintenance of property issues, emergency and non-emergency
• Purchase food and medical supplies for the clinic as supplies are needed
• Reorder print materials (brochures, cards)
• Assist with special events
• Assist with newsletter mailings
• Coordinate Farmer’s Market tabling
• Assist with clinic tours

Compensation, work schedule, and benefits

• $22 per hour
• 40 hours per week- 4 ten- hour days mid-April to mid-September, and 5 eight- hour days the rest of the year. Work on Saturdays is required.
• On-site for the first six months, with potential to transition to hybrid schedule depending on performance after that.
• Health insurance benefits are available to full time employees after 90 days of employment. NWR contributes 50% of the insurance premium toward the Kaiser Gold Plan
• Paid holidays and vacation time, as outlined in the Employee Handbook
• The Hawkline Receptionist and Administrative Assistant reports directly to the Director of Animal Care and Operations
• This is an “at will” position serving at the pleasure of Napa Wildlife Rescue Board of Directors. Employment may be terminated at any time and for any reason.
• Candidate must have permission to work in the USA valid for minimum 3 years from date of hire. We are not able to sponsor work visas.