Field Services Clerk

Job Type: Part-time
Pay: $15 – 17 / hour
Work Location: On site
Reports to Chief Dog Warden

Company Overview

Cincinnati Animal CARE (CAC) is a dynamic and progressive humane society in contract with Hamilton County to deliver exceptional animal services to our community. We enforce animal laws and prioritize public safety while striving to be a community resource providing education and support to the people and animals of Hamilton County. We value our team of compassionate, open-minded and resilient staff and volunteers who make it possible to care for 8,000 animals each year. We believe that lifesaving is a community ethic and implement a collaborative, holistic approach to animal sheltering and Dog Warden services.

Position Summary

The Field Services Clerk is a critical administrative and operational support role within the Field Services Division. This position provides high-level clerical, records, and support to the Field Services team, ensuring field operations are legally compliant, well-documented, and efficiently supported.

This is an exciting opportunity for a results-driven, customer-focused professional who thrives in a fast-paced, public-facing environment. The ideal candidate demonstrates exceptional organizational skill, sound judgment, and a continuous improvement mindset. They maintain professionalism and empathy while interacting with diverse community members and supporting staff who operate in complex and sometimes high-risk environments involving people and animals.

Under the general direction of the Chief Dog Warden, the Field Services Clerk exercises independent judgment within established policies, procedures, and statutory requirements (including Ohio Revised Code Chapters 955 and 959). This role is essential to the integrity of field operations, case management, court coordination, public records compliance, and program development.
The organization maintains high performance expectations and seeks a performance-minded individual with a demonstrated ability to support strong programs, improve systems, and deliver measurable results.

Key Responsibilities and Duties

Administrative & Records Management

Serve as the Division’s Public Records Clerk, managing and fulfilling public records requests in compliance with Ohio public records law.
Organize, maintain, and audit physical and electronic case files related to investigations, bites, dangerous dog designations, seizures, quarantines, citations, and court actions.
Prepare, enter, and maintain accurate data in applicable case management, records, and reporting systems.
Prepare correspondence, notices, citations, support documents, affidavits, and standard letters (e.g., dog-at-large notifications, compliance notices, court-related communications).
Ensure records meet evidentiary, legal, and retention standards necessary to support enforcement actions by DDWs, and APOs.

Court & Legal Coordination

Track cases from intake through resolution to ensure deadlines, court dates, hearings, releases, bonds, restitution, and compliance requirements are met.
Coordinate with County judicial districts regarding court schedules, appearances, subpoenas, and required documentation.
Monitor bond payments, care costs, restitution orders, and disposition outcomes; ensure accurate documentation and follow-up.
Prepare and distribute required daily, weekly, monthly, quarterly, and annual reports related to enforcement activity and outcomes.

Operational & Officer Support

Support field staff by communicating officer schedules, training schedules, court appearances, and operational updates.
Prepare and distribute End-of-Day reports and other operational summaries.
Represent the Field Services Division during daily huddles and internal coordination meetings.
Assist with onboarding of new field staff by coordinating documentation, training enrollment, uniforms, equipment, and administrative setup.
Enroll officers in required and elective training as directed; track certifications, training hours, and associated documentation.

Fleet, Inventory & Resource Management

Track and coordinate fleet maintenance, inspections, repairs, and compliance documentation.
Inventory uniforms, equipment, supplies, and field resources; coordinate ordering and replenishment.
Assist with tracking equipment assignments and returns for FROs, DDWs, and HAs.

Communication & Customer Service

Answer phones and respond to emails professionally and accurately, providing information or routing inquiries appropriately.
Serve as a point of contact for community members, partner agencies, courts, and internal staff regarding records, cases, and procedures.
Maintain a calm, supportive, and professional demeanor during high-stress or emotionally charged interactions.

Program & Continuous Improvement Support

Support short-term and long-term departmental goals by providing data, insights, and administrative support to the Chief Dog Warden.
Assist with program development initiatives, process improvements, and documentation updates.
Identify inefficiencies, risks, or gaps in administrative processes and proactively recommend solutions.

Other Duties

Perform other clerical, administrative, and operational support tasks as assigned.
Operate standard office equipment including computers, phones, copiers, and related technology.
Drive division vehicles as needed to transport supplies, documents, or equipment.

Required Qualifications

Minimum of 3 years of clerical or administrative experience in a fast-paced or regulated environment.
Minimum of 5 years of customer service experience, preferably in a public-facing role.
At least 1 year of project coordination, program support, or similar experience.
Working knowledge of, or ability to quickly learn, county and state ordinances, including Ohio Revised Code Chapters 955 and 959.
Demonstrated ability to anticipate issues, identify risks, and proactively solve problems with incomplete or evolving information.
Strong critical thinking skills with the ability to manage competing priorities and meet deadlines.
Highly effective written and verbal communication skills across all levels of an organization and with external partners.
Proven ability to collaborate cross-functionally and support enforcement and operations teams.
Experience working in a start-up, high-growth, or rapidly evolving organization is strongly preferred.
Valid driver’s license with the ability to safely operate division vehicles.

Core Competencies

Attention to detail and accuracy
Legal and regulatory awareness
Confidentiality and ethical judgment
Customer service excellence
Organization and time management
Adaptability and resilience
Continuous improvement mindset

Working Conditions

While performing the duties of this position, the employee is frequently required to sit, stand, walk, talk, and hear. The employee may occasionally be required to use hands to handle or operate office equipment; reach; climb; balance; stoop; kneel; crouch; or crawl.

Ability to occasionally lift and/or move items exceeding 50 pounds.
Specific vision abilities include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.
Noise levels are typically moderate to high.
Frequent exposure to unvetted animals and animal waste.
Potential exposure to aggressive or sick animals.
Potential exposure to zoonotic diseases and parasites.
The work environment may include extreme heat or cold.
May require evening, weekend, holiday, and on-call availability based on operational needs.
Rotating shifts may be required.
8- or 10-hour shifts depending on scheduling needs.

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