Literature & Fulfillment Administrative Assistant

Position Objective:

To take primary responsibility for administrative duties in the Customer Service Department

Term of Employment:

Reports to:

Primary Responsibilities and Duties:

• Process all shipping, fulfillment, and merchandise invoices and submit check requests to the Finance Department each week
• Check the voicemail of the organization’s phone lines—including the general line, the rush literature line, the emergency literature line, the general literature line, and five vegetarian hotlines—twice each day, routing messages as appropriate and ensuring that emergency messages are handled immediately
• Return calls and perform data entry for literature requests
• Maintain the literature e-mail account, respond to database e-mails requesting additional information, fulfill specific requests, and enter information about correspondence into the database, as needed
• Process nonspecific mail addressed to “PETA”
• Open and batch all incoming checks and cash for the entire organization
• Open and distribute all returned mail and literature in the mailroom box each day
• Perform a weekly database “cleanup”
• Print and make copies of Writers Group action alerts each month
• Host volunteer and intern work-party projects one Wednesday evening each month
• Monitor after-hours voicemail one weekend each month
• Maintain updates to the department’s standard operating procedures
• Maintain original documentation for and updates to the organization’s mail distribution list
• Maintain and update a bimonthly calendar of events
• Serve as a backup to the fulfillment supervisor for a variety of tasks
• Assist the fulfillment supervisor with various tasks, including weekly download, label merges and special events and projects
• Assist with the maintenance of the department’s Access system management and database conversion
• Maintain office supplies, keeping a biweekly inventory log of the black supply shelves and ordering various office supplies, as needed
• Give tours of the Literature Department to visitors, as needed
• Maintain archive folders of Animal Times, Grrr!, and PETA’s annual reviews
• Assist the customer service manager with a wide variety of tasks
• Assist the department in other areas, as needed

Qualifications:

• Minimum of two years of computer experience working with Microsoft programs
• Typing speed of 50 words per minute required
• Must be at least 21 years of age, with three years’ clean driving record
• Exceptional organizational skills
• Knowledge of Access preferred
• Customer service experience preferred
• Ability to occasionally lift and carry up to 50 lbs.
• Ability to work well under pressure
• Commitment to the objectives of the organization

Physical Requirements

To apply now, please click here. If you are unable to complete the online application, please mail your résumé and cover letter to:

Human Resources Department
501 Front St.
Norfolk, VA 23510