Job Title: Veterinary Administrative Assistant
Hours: 40 hours per week
Monday - Friday, 8:30am-5:30pm
Wage: $17.00/ hour to start, dependent upon experience
General Duties: Duties include, but are not limited to: Being the initial contact for clients while representing the practice with professionalism, courtesy, and a positive attitude. Answering phones, making appointments and maintaining patient records are also an integral part of this position. This position will also include assisting with some cleaning tasks as required.
Key Competencies:
· Excellent verbal and written communication skills
· Must be customer service oriented and friendly.
· Professional appearance required, scrubs are to be worn at all times.
· Organization
· Attention to detail
· Initiative
· Reliability
· Able to handle stress and difficult situations
· Compassion
Job Requirements/Skills:
· Able to multitask.
· Able to read, write, speak, and understand English.
· Speaks in an articulate manner and with a pleasant telephone voice.
· Able to operate a multiline telephone.
· Able to operate computer system and software in Microsoft Windows environment.
· Knowledge of Veterinary Practice Software an asset.
· Basic math skills required (Count money, make change, record patient weights, prepare prescriptions etc)
· Able to use computers, printer/copier, debit machine and other office equipment.
· Familiar with veterinary medical terminology and knowledgeable about hospital procedures, policies, and services.
Reports to: Office Manager/Owner
Fundamental Tasks:
· General Duties:
o May open and close clinic.
o Keeps reception area and outside client walkways clean, organized, and litter/snow/ice free.
o Immediately cleans up urine, feces, vomit, hair, and other patient debris.
o Restocks office, printing, and client education supplies.
o Restocks and organizes food and retail products.
o Monitors emails and other client communication platforms
o Deals with questions from the general public.
o Receives mail and deliveries.
o Prepares marketing materials, sends sympathy cards.
o Rearranges and coordinates reception area for special promotional events such as for dental health, senior care, flea and tick season, etc.
· Client-Interaction Duties:
o Pleasantly greets arriving clients and patients and addresses them by name whenever possible.
o In the presence of clients, refers to veterinarians as “Dr.” with last name. Does not use first names of doctors.
o Is observant of client needs and offers help when possible, such as help with families, assisting clients to vehicle, carrying dog food or carriers.
o Is knowledgeable and confident when explaining services and products.
o Answers telephone calls in friendly and professional manner, quickly and efficiently.
o Schedules appointments for health checks, vaccinations, surgeries, and other procedures.
o Provides accurate information and directions regarding appointment and surgical arrivals.
o Is knowledgeable regarding fees and is able to provide accurate estimates for all procedures.
o Takes accurate phone messages and relays it to correct person.
o Returns calls promptly, makes calls to remind clients of next-day appointments or missed appointments, calls clients to check on patient status, calls clients to advise of overdue services, and schedules appointments for same.
o Accurately records information about clients and patients, such as correct name spellings, client phone numbers, e-mail addresses, and patient weights, ages, breeds and gender (female, female-spayed, male, male-neutered).
o Admits patients; escorts clients and patients to exam rooms.
o Make sure the examination rooms are cleaned and sanitized prior to a procedure and afterwards
o Dispenses food, medications, and other supplies.
o Provides clients with discharge instructions, certificates, and other necessary paperwork.
· Veterinarian/Technician Support Duties:
o Seeks the assistance of veterinarians or technicians immediately when assessing critical patients.
o Assists with managing patient transport at admittance and discharge, as needed.
o Notifies doctors and technicians of urgent client questions and messages regarding medical issues.
o Is willing to assist in treatment area (holding for bloodwork, nail trims etc) only as required and when requested by Tech/Vet.
· Medical Record Duties:
o Prepares files for incoming clients the prior day, identifying all routine care needs and calls/texts clients to confirm appointment.
o Updates records for changing client and/or patient information.
o Obtains client signature for informed consent of various procedures and admittance requirements.
o Notifies attending doctor of missing information in records.
o Monitors client e-mail and other client communication platforms and responds or redirects to doctors according to whether it is administrative or medical in nature.
· Financial Duties:
o Advises clients of payment options and credit policies at time appointment is made.
o Finalizes and presents invoices to clients.
o Collects and processes payments accurately and efficiently.
o Accepts, processes, and reconciles manufacturer coupons.
o Monitors cash box. Closes debit machine batch. Runs daily invoice activity report and balances cash/receipts to report.
o Immediately notifies office manager of shortages or other problems.
Education, experience and continued education requirements:
· High school diploma
· Knowledge of administrative and clerical procedures
· Knowledge of computers and relevant software applications
· Knowledge of client service principles and practices
Work Environment: The work environment characteristics described here are representative of those an employee may encounter while performing the essential functions of this job. While performing the duties of this job, the employee could be exposed to:
· Toxic or caustic chemicals
· Radiation
· Anesthetic gases
· Pharmacologic agents and drugs, including hormones and euthanasia drugs.
· Unpredictable animals
· Zoonotic diseases (potential exposure to diseases such as toxoplasmosis, Leptospirosis, and rabies)
· Usual small animal veterinary hospital, including animal waste, and medical office environmental conditions.
The noise level in the work environment is usually moderate; however, barking dogs can be loud.
Physical Demands: The physical demands described here are representative of those that must be met by a receptionist to successfully perform the essential functions of this job. All requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
While performing the duties of this job, the employee will likely be:
· Spending about 60% of their time standing, managing reception area cleanliness and organization, and greeting, escorting, and assisting clients. Much of this time will involve assisting clients with their animals, including interacting, leading, weighing, restraining, and carrying these animals.
· Required to lift up to 25kg and restrain animals up to 75kg intermittently.
· Bending and squatting
· Moving quickly.
Job Types: Full-time, Permanent
Pay: From $17.00 per hour

Benefits:

• Dental care
• Discounted or free food
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• Store discount
• Vision care

Schedule:

• Day shift
• Monday to Friday
• No weekends

Education:

• Secondary School (preferred)

Experience:

• administrative assistant: 1 year (preferred)
• veterinary clinic: 1 year (preferred)

Work Location: In person
Expected start date: 2025-07-0

Please refer the Job description for details