Office and Foster Technician - Job Description

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​Reports to: Community Engagement Manager
Part time, hourly position. 

Summary: Office and Foster Technician is responsible providing great customer service to guests and callers; responsible for the sanitization and preparation of spaces, supplies, and resources used in our main office and  various foster programs; adoption and foster counseling; maintaining an animal inventory onsite and in shelter software; assisting Foster Coordinator or Community Engagement Manager in promotion and movement of animals into foster care. Office and Foster Technician will be expected to act as sole foster staff member during Foster Coordinator’s absence. 

Specific duties of the Office and Foster Technician include, but are not limited to: 

Office Technician 

• Complete a morning walkthrough/inventory of all the animals on the property 
• Maintain an animal inventory in our shelter software and in Google Drive
• Ensure all animals have appropriate signage on their kennels 
• Assist with morning cleaning/decluttering of offices, lobby, break room, and hallways
• Sanitize and prepare lobby for guests 
• Clear office of all donated items and remove all clutter from main office and hallways
• Mop floors with appropriate chemicals
• Maintain cleanliness of porches 

Greet/Interact with Visitors 

• Answer phone calls and assist the public
• Have a friendly, helpful demeanor at all times when interacting with visitors and volunteers
• Speak knowledgeably about Southern Pines policies, programs, fees, and public resources
• Help direct visitors on where to find animals for adoption, foster, etc.
• Always uphold the shelter’s values and mission statement during interactions with the public and with your fellow team mates

Utilize our shelter software (Shelterluv) to complete intakes and outcomes for our animal population

• Enter new animals into our shelter software
• Enter medical information into animal records
• Process animals into/out of foster 
• Process animals out as Return to Home outcomes
• Process adoptions and slumber parties 
• Audit animal records for accuracy 
• Scan in all physical paperwork and attach the digital document to the correct Shelterluv profile
• Maintain physical intake paperwork records for two weeks 

Adoption Counseling 

• Collect completed adoption profiles 
• Review medical histories, CVT/Vet checks, behavior notes, and heartworm status with all adopters 
• Collect all appropriate paperwork from adopters including medical waivers, liability waivers, and heartworm contracts 
• Schedule animals for spay/neuter procedures if unaltered at the time of adoption
• Provide adopters with physical and digital copies of the complete medical history, dog adoption packet, and appropriate handouts
• Disperse promotional materials that correspond with adoption events 
• Assist with microchipping animals
• Collect adoption photos to use on our social media 
• Submit adopter data to Science Diet weekly to remain compliant with their feeding program
• Run weekly reports to audit for microchips
• Gear up animals for Dog’s Day Out 

Foster Technician

• Clean holding room cages, and provide care for animals housed in Foster World
• Always be aware of and use the most up to date, approved cleaning protocols
• Ensure all animals have clean housing, appropriate bedding and fresh water at all times
• Ensure all animals are fed according to the feeding protocols
• Keep Foster World surfaces and sink free from clutter
• Sanitize Foster World surfaces and supplies between animals and as needed
• Restock foster and holding room supplies 
• Manage and clean Dogs Day Out gear
• Prepare foster packs prior to or during foster appointments 

Facilitate movement of shelter animals into foster care

• Collect animals from their housing location and gear up if necessary
• Collect foster housing (crates, kennels, pens, etc.) if needed
• Collect foster supplies (food, towels, bowls, etc.)
• Collect any medications
• Assist foster with transporting animal to vehicle
• Collect and gear up Dogs Day Out dogs, and counsel Dogs Day Out volunteers
• Ensure shelter has all necessary items to prepare foster packs, notify Foster Coordinator when stock is low, and prepare foster packs for outgoing foster animals 
• Take high quality photos of animals in need of foster so that Foster Coordinator can post within 3 hours of identification (1 hour for urgent animals)
• Coordinate booster, recheck, and drop off times with foster volunteers, and schedule them on foster calendar 
• Complete foster rechecks and ensure all routine medications  are given on time (check Tasks list regularly)
• Enter all information from foster rechecks in ShelterLuv

Uphold the shelter’s values and mission statement during interactions with the public and other staff

• Report to the Community Engagement Manager about consistent or serious issues with foster programs, foster volunteers, or staff involved with foster programs.
• Train and support foster volunteers
• Ensure all animals have clear, appropriate photos before entering any foster program
• Report any important medical findings/issues to medical personnel or management as appropriate
• Coordinate with Behavior Team to counsel/demonstrate the management or solution for basic behavioral issues (with a focus on positive reinforcement techniques) 
• Provide appropriate orientation materials, manuals, and handouts to all foster volunteers
• Perform other duties as assigned by Foster Coordinator, Community Engagement Manager, or other members of management

Communication

• Report to Community Engagement Manager regularly
• Maintain and promote positive communication with office, foster, and other staff
• Promote good interdepartmental relations between office, foster, and other staff
• Keep walkie on at all times and respond to calls as needed
• Attend regular one-on-one sessions with Community Engagement Manager  

In Foster Coordinator’s absence:

• Coordinate with Medical Director for foster animals to receive more advanced medical checks and  treatments 
• Select and prepare candidates for Dog’s Day Out Program based on feedback/recommendations of other staff, coordinators, and management. 
• Monitor Southern Pines Foster Group
• Assist with managing the foster volunteer database as needed
• Have all animals identified as in need of foster posted within 3 hours of identification
• Have all urgent animals in need of foster posted within 1 hour of arrival (neonates, injured/ill animals, etc.)
• Ensure foster animal locations and foster volunteer information is accurate in Shelterluv 
• Attend and/or assist Foster Coordinator and Adoptions Coordinators in organizing special events pertinent to foster programs
• Working with volunteers
• Request volunteer assistance from Community Engagement Manager or from volunteer community in advance of special events or busy times of year.
• Assist in training volunteers to complete tasks in your department. Offer constructive feedback and corrections when necessary. Escalate ongoing issues or incidents to the Community Engagement Manager or available members of management.