The Administrative Support Volunteer at HART of Maine Cat Shelter plays a crucial role in ensuring
smooth day-to-day operations and providing excellent service to the public. This volunteer position
involves a range of responsibilities, including answering phone calls, greeting visitors, responding to
voicemail messages, managing filing systems, and assisting with processing adoption applications. As an
administrative support volunteer, you will be an integral part of the shelter's team, helping to facilitate
the adoption process and support the overall mission of the organization.
For this opportunity, please be available for a minimum of 4 hours at least 1 day, Monday-Friday between 9:00 AM - 4:00 PM.
Key Responsibilities:
Phone and Communication Management:
- Answer incoming calls promptly and professionally, providing accurate and helpful
information. - Transfer/redirect calls to the appropriate staff members or departments as required
- Take detailed messages and ensure they are relayed to the appropriate individuals in a
timely manner. - Retrieve and respond to voicemail messages promptly, addressing inquiries or forwarding
them to the appropriate person.
Public Interaction and Customer Service:
- Greet shelter visitors in a friendly and welcoming manner, ensuring a positive experience.
- Provide information about the shelter's services, adoption procedures, and available cats.
- Direct visitors to the appropriate areas within the shelter and assist with any inquiries they
may have. - Maintain a professional and compassionate demeanor when dealing with the public,
volunteers, and staff.
Filing and Documentation:
- Organize and maintain filing systems, ensuring documents are properly sorted, labeled, and
stored. - File and retrieve documents, records, and other paperwork as needed.
- Ensure confidentiality and data protection when handling sensitive information.
- Assist with scanning and digitizing documents for electronic storage, if required.
Adoption Application Processing:
- Receive and review adoption applications, ensuring they are complete and meet the
shelter's requirements. - Maintain accurate records of adoption applications, approvals, and rejections.
- Communicate with applicants to provide updates on the status of their applications.
Skills and Qualifications:
- Excellent verbal and written communication skills.
- Professional and friendly demeanor, with outstanding customer service skills.
- Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
- Strong organizational skills with attention to detail.
- Proficient computer skills, including experience with standard office software (e.g., word
processing, spreadsheets, email). - Respect for confidential and sensitive information.
- A genuine passion for helping cats.
- Flexibility to adapt to changing needs and willingness to assist in other administrative tasks, as required.
Note: This position is a volunteer opportunity and does not involve monetary compensation. It offers a
valuable chance to make a meaningful contribution to the welfare of cats and the mission of HART of
Maine Cat Shelter.
If you are interested in helping us with this opportunity, please complete our online volunteer application.
