Job Details

Administrative Assistant

We are looking for a dependable Administrative Assistant to support daily office operations in Tucson, Arizona within a fast-paced wildlife rescue hospital setting. This contract opportunity with the potential to become permanent is ideal for someone who enjoys balancing clerical support, bookkeeping tasks, public interaction, and detailed record management in a mission-driven environment. The role requires strong organization, professionalism, and the ability to work carefully in a unique setting that supports animal rescue and rehabilitation activities year-round. This is a part-time position scheduled for approximately 25-30 hours per week.

Responsibilities:

• Provide day-to-day administrative support by managing records, preparing documents, entering information accurately, and keeping office workflows organized.
• Handle financial intake activities such as processing cash, checks, and credit card payments while maintaining accurate receipt and reconciliation records.
• Review, verify, and update data across office systems and spreadsheets to help ensure completeness, consistency, and accuracy.
• Communicate professionally with staff, volunteers, and members of the public by answering questions, directing inquiries, and supporting front office reception needs.
• Assist with bookkeeping functions using office and accounting software, including maintaining financial information and supporting accounts receivable-related tasks.
• Create, format, and edit correspondence, reports, forms, and other administrative materials using Microsoft Office applications.
• Maintain both electronic and paper filing systems so that documents are accessible, current, and properly organized.
• Monitor office supply levels, coordinate reordering, and help keep the administrative area stocked and operating efficiently.
• Support animal intake and general office activities as needed while following established safety practices within the wildlife care environment.

Requirements – High school diploma or equivalent required; additional related administrative experience is preferred.

At least two years of progressively responsible office support experience, or an equivalent combination of education and practical experience, is preferred.

Ability to read, write, and communicate effectively in English, with the capacity to follow written and verbal instructions.

Proficiency with Microsoft Office for PC, including Word, Excel, Outlook, PowerPoint, and Publisher; experience with QuickBooks Desktop is required or strongly preferred.

Strong data entry, bookkeeping, and records management skills with close attention to detail and a high level of accuracy.

Valid driver's license, proof of automobile insurance, and a satisfactory driving record are required.

Ability to work safely and effectively in a demanding desert wildlife environment, including adherence to safety procedures related to animals, terrain, and vegetation.

Detail-oriented interpersonal skills, sound judgment, flexibility, initiative, ethical conduct, and effective time management are essential for success in this role.