ADMINISTRATIVE ASSISTANT
Queen of Heaven Cemetery
Position Summary
The Administrative Assistant is the face and voice of Queen of Heaven Cemetery and is often, the very first person that a family member will see or talk to and is responsible for making a good first impression when greeting walk-ins or answering inbound calls.
The Administrative Assistant is a multitasking position, taking on both administrative and receptionist duties, and is an important resource for making things happen and making things run smoothly. The Administrative Assistant will have a working knowledge of the cemetery's operations, processes, and procedures.
Administrative Assistant Assistants will demonstrate by example core values of Queen of Heaven Cemetery in all his/her dealings with families, staff, and internal/external contacts.
The Administrative Assistant, reporting to the Location Manager, interacts with internal departments and location staff, individuals and families, and other external service providers.
MUST HONOR AND MAINTAIN A STRICT LEVEL OF CONFIDENTIALITY
Specific Job Duties
Family Service
- Ensure the highest standards of customer service
- Greet walk-in families, determine their needs, gather the basic information, and contact the appropriate staff to serve them
- Serve as the primary recipient for inbound calls and forward or relay messages to staff in a timely manner
- Communicate clearly and effectively with families, guests, staff, and others
- Direct families and guests to funeral services they are attending
- Monitor arrangement room and bathroom cleanliness
Location Support
- Maintain a clean, respectable environment for families
- Maintain a family-focused, service-oriented, and friendly posture when speaking with people on the telephone or when greeting them in person
- Receive and greet walk in people entering the location and assist as needed
- Maintain the Service Schedule board
- Manage the Outreach and Community Events' Calendar, as directed
Administration
As directed by manager, perform the following, but not limited to:
- Prepare word processing, presentation, and spreadsheet documents
- Use software applications, web apps, and cemetery software
- Prepare emails and other correspondence communications
- Maintain the documents/records management system for the location
- Manage location's incoming/outgoing mail and shipping packages
- Use office equipment to send and receive documents
- Assist with office inventory supplies
- Perform other tasks and duties as assigned
- Participate in diocese location, classroom, and online training, and self-directed learning
Finance Administration
- Identify accounts that have not made payments as required
- Work with families to update any outstanding EFT's
- Update Payment methods per families request in person or over the phone.
Qualifications
- Proficient with MS Office (i.e., Word, Excel, PowerPoint, Outlook)
- Must be completely bilingual (English/Spanish)
- High School diploma/GED, some college preferred, and/or 2-4 years of experience in an office environment, performing administrative and clerical duties, receiving multiple inbound calls, and having direct contact with the public
- Highly desirable to have Knowledge of the Catholic faith, rituals, and traditions
- Knowledge of administrative, clerical procedures, and office systems
- Familiar with principles and processes for serving customers
- Able to multi-task (i.e., perform administrative tasks, answer phones, receive visitors, provide general information to the public)
- Ability to coordinate with many internal departments and external providers
- Excellent interpersonal, communication, and organizational skills
- Strong time management skills and able to meet tight deadlines