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The County of DuPage
Wheaton, Illinois

Job Details for 2302 - Animal Services Administrative/Special Projects Coordinator

Job Description

GRADE: 311

Under direction performs work of considerable difficulty providing professional level planning and work related to administrative tasks and special projects; performs related work as required.

An employee in this class performs diversified and confidential administrative duties requiring knowledge of departmental and organizational policies and practices. Work involves a high level of finesse and diplomacy due to the frequency of senior level internal and external contacts. This position is distinguished from other administrative positions by the ability to alleviate the Department Head or Operations Manager of administrative tasks and the ability to independently research, collect and analyze data. A substantial amount of time is dedicated to assisting the Operations Manager in developing and maintaining department policies and procedures, and administrative tasks. General direction is received from the Animal Services Operations Manager.

The list of duties and responsibilities is illustrative only and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Serves as liaison with both internal and external contacts regarding administrative issues such as purchasing, personnel, facilities, and operations
• Receives visitors, schedules appointments and arranges meetings
• Works with administrators and managers to keep them informed of department issues
• Follows through on information requests, projects and pending matters with limited direction
• Organizes and expedites flow of work through the office
• Coordinates special departmental projects involving research and investigation
• Drafts policies and procedures related to the functions of the department for management review
• Participates in management planning meetings and related activities
• Provides secretarial support to a board or committee
• Organizes and maintains files for the Department Head or Operations Manager
• Prepares letters and memoranda for signature
• Manages and tracks accounts payable/receivable, employee expense reports and payroll
• Assists in departmental budget preparation and control activities by gathering data
• Prepares departmental payroll change forms, certifications, etc.
• Prepares requisitions for the purchase of materials and supplies
• Organizes and prepares documents requiring the integration of multiple department technology and software applications
• Works with appropriate departments and Animal Services staff to budget, plan and carry out special projects of the department
• Files documents alphabetically, numerically, or by other prescribed methods
• Maintains regular attendance and punctuality

• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.
• Performs related duties as required or assigned within job classification.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Forms and procedures used throughout the County for personnel, purchasing, accounting and budgetary purposes
• Business English, spelling, grammar and punctuation
• Administrative research methodologies and techniques
• Management information systems and techniques for data analysis
• Principles of bookkeeping and record keeping
• Budget planning and fiscal management
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes
• Issues and best practices impacting animal welfare, animal sheltering, animal control, adoption, etc.

Skill in:
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
• Compile and analyze data and information
• Prepare complex reports
• Maintain filing systems
• Recognize problems, identify alternative solutions, and make appropriate recommendations
• Interpret and apply policies, procedures, and guidelines
• Manage calendars
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations and statutory requirements
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality


Completion of a Bachelor's degree in Shelter or Nonprofit Management, Business Administration, or a related field; two (2) years of administrative or office support experience in an animal shelter, animal hospital, rescue organization, or similar environment performing a variety of administrative responsibilities including, budget preparation, public relations, personnel or office management including two years of supervisory responsibility; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work will occur in an office and is not substantially exposed to adverse environmental conditions.