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Position Title: Administrative Assistant/Registration Officer

Department: Animal Control

Status: Full‑Time / Non‑Exempt

Reports To: Animal Control Administrator

Location: Oregon, Illinois

Pay Range $16.50 to $18.00 depending on qualifications and experience

Position Summary Under the general supervision of the Animal Control Administrator, the Administrative Assistant performs clerical, customer service, financial, and office support functions necessary for the efficient daily operations of the Animal Control Department. This position interacts frequently with the public, veterinary clinics, law enforcement agencies, and municipal partners, and requires strong communication, organization, and administrative skills.

Essential Duties and Responsibilities

Daily Duties • Monitor and respond to department voicemails and emails • Answer and route incoming phone calls • Process incoming and outgoing mail • Maintain office supply inventory and place necessary orders • Maintain the county's rabies vaccination and animal registration database • Organize and maintain paper files for vaccinations and registrations • Process tag payments submitted by veterinary clinics and pet owners • Conduct over‑the‑counter rabies tag sales • Gather, record, and update information on lost and found pets • Collect applicable fees for release of county strays picked up by the Warden • Coordinate communications with law enforcement and municipal agencies as needed • Enter microchip information into online platforms and internal databases • Provide general administrative and secretarial assistance to the Administrator • Receive and document animal‑related complaints, including loose dogs and welfare concerns, for assignment to the Warden • Assist with scheduling and coordinating the low‑cost spay/neuter program • Assist with implementation and documentation of the TNR (Trap‑Neuter‑Return) Feral Cat Program

Weekly Duties • Balance and update the daily revenue spreadsheet • Prepare weekly deposits and deliver them to the Treasurer's Office • Perform weekly database backup • Mail microchip registration forms • Contact pet owners regarding vaccinations that have not yet been registered • Contact pet owners with overdue registrations or vaccinations • Prepare overdue registration lists for Warden follow‑up

Monthly Duties • Prepare and mail reminder cards, overdue vaccination notices, and final notices • Compile lists of delinquent tags and overdue vaccinations • Prepare bills and assemble reports for Administrator review prior to committee meetings • Mail vendor checks issued by the Treasurer's Office

As‑Needed Duties • Attend committee meetings when the Administrator is unavailable • Assist the Warden with field calls when appropriate • Assist with tracking tag distribution to veterinary clinics • Schedule, organize, and attend vaccination or microchip clinics • Order microchips, registration tags, certificate books, and related supplies • Fulfill FOIA requests in the absence of the designated FOIA Officer

Minimum Qualifications • High school diploma or equivalent required; additional training in office administration preferred • Prior experience in clerical, administrative, or customer service work required (government or animal‑related experience preferred) • Proficiency with computers, including email, spreadsheets, data entry, and database systems • Ability to learn and utilize specialized animal control registration and microchip software • Effective verbal and written communication skills • Strong organizational skills and the ability to manage multiple tasks and deadlines • Accurate cash‑handling and record‑keeping abilities • Ability to maintain confidentiality and handle sensitive information appropriately • Strong problem‑solving abilities and attention to detail • Ability to work independently and collaboratively within a small team • Ability to interact professionally with the public, veterinarians, law enforcement, and municipal partners • Comfort working around animals in a controlled environment • Ability to remain calm, courteous, and solution‑focused during emotionally charged situations

Physical Requirements • Ability to sit, stand, and walk for extended periods • Ability to lift or move up to approximately 25 pounds • Ability to occasionally assist with handling animals in a controlled environment (no handling of aggressive animals required) • Ability to bend, reach, file, type, and perform repetitive hand and wrist movements • Ability to work in office settings and, when required, outdoor or shelter environments • Ability to effectively communicate in person, by phone, and in writing • Ability to sustain attention to detail in a busy environment

Application Process Applicants must submit a completed County employment application, résumé, and any additional required documentation to: https://oglecounty.aaimtrack.com/jobs/

Position open until filled. The County of Ogle, State of Illinois is an Equal Opportunity Employer.

All new hires shall be required to pass a drug screening and a criminal background check as a condition of employment. These checks shall be conducted after a conditional offer of employment has been made.