Veterinary Clinic Administrative Support Assistant

Quick Facts

• Role: Veterinary Clinic Administrative Support Assistant

• Focus: Front-desk/client intake, records, payments, basic medication/prescription support, inventory, payroll, and reporting

Description

The position provides administrative and reception support for a veterinary treatment facility, handling calls and visitors, verifying patient eligibility, maintaining/updating medical records, scheduling appointments, and reviewing discharge materials with clients. The role also supports clinic operations including cleanliness in public and exam areas, medication dispensing and prescription annotation/refills, payment processing, daily cash balancing and deposits, inventory monitoring, and purchasing documentation. Additional responsibilities include bi-weekly payroll reports and required end-of-month reporting, plus support for the yearly clinical budget and personnel actions as directed.

Responsibilities

• Answer telephone calls and greet visitors; determine call/visit needs and verify patient eligibility
• Update existing medical records or prepare new records; complete client admission forms
• Schedule appointments; screen and collect information for records; review discharge information/handouts
• Maintain cleanliness of clinic exterior, reception area, and exam rooms (including cleaning urine, feces, and blood)
• Dispense medications; annotate prescriptions; refill prescriptions per policies and procedures
• Complete bi-weekly payroll reports; prepare and submit required end-of-month reports
• Assist with preparation of the yearly clinical budget
• Initiate personnel actions as directed by management
• Monitor and replenish inventory; serve as clinic ordering official and Government Purchase Cardholder; process purchasing documents
• Receive payments for services; balance cash and checks daily; make daily bank deposits

Requirements

• Direct Deposit and Social Security card required
• Meet qualification/eligibility/background requirements; complete E-Verify employment verification
• May require successful completion of a one-year probationary period
• Ability to work occasional Saturdays for special events
• Must be able to receive mandated immunizations to work in a direct-patient/veterinary environment
• No aversion to animals, blood, bodily fluids, animal tissues, strong odors, needles, or sharp instruments
• DCSA background investigation submission must be completed no later than 30 calendar days after entry on duty/placement
• Appointment subject to favorable suitability determination
• Resume must be 2 pages or less and clearly demonstrate relevant experience
• Progressive work experience demonstrating knowledge/skills to perform duties
• Basic computer skills using Microsoft Suite (or equivalent)
• Experience using point-of-sale software
• Basic arithmetic skills for cash handling and accurate change
• Typing proficiency: 40 WPM

Benefits

• Access to on-base facilities and professional development opportunities (training, education, certifications)
• Eligible regular full-time/part-time employees: health and life insurance, 401(k) and retirement plans, paid personal time off, and federal holidays
• Eligible NAF flexible employees: may participate in the NAF 401(k) plan; some may also be eligible for health insurance