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Job Title: Administrative Assistant(Office Manager)

Location: Midland, TX 79705

Duration: 0 - 3 Months Contract

Hours: 1 st shift (Mon - Fri)

Job Description:

• Manages and coordinates the operational activities of a funeral home, cemetery and/or crematory operation.
• Ensures the highest quality services and products, to satisfy the need of any client family, to maximize budgeted profit plans for the location, and maintain a positive employee relations atmosphere.
• Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required

Skills and Abilities

• Solid working knowledge of computers, typewriter, MS Office, e-mail, internet, and basic office equipment required
• Excellent communication skills both orally and in writing
• High level of compassion, integrity, and confidentiality
• Problem solving skills
• Ability to multitask and set priorities
• Detail oriented
• Must be flexible and able to function in a fast-paced environment

Client prefers candidates with:

GENERAL ACCOUNTABILITIES

• Accounting Function Oversight
• Collections of all accounts receivable
• Verifications and payments of all accounts payable invoices
• Controls of receipt and deposit of cash payments received
• Maintains petty cash account and disburses the same in accordance with company policies and procedures
• Reconciliations of all accounts
• Cash advance checks
• Same Day Check requests
• Bank deposits
• Verifies/audits cash disbursement reports
• Tracks Capital Expenditure Authorizations (CEAs)
• Operational Activities
• Orders supplies for the office and completes inventory counts
• Coordinates the processing of orders and receipt of all merchandise orders including memorials and caskets and the control of storage inventory for vaults and markers, urns and caskets
• Oversees the processing of installation funeral-related orders and orders to the grounds and maintenance departments
• Supports location management to ensure all contracts and work orders are completed in a timely manner with proper documentation
• Schedules incoming orders and drivers for the ambulate service
• Completes various funeral/cemetery reports and files accurately
• Supports Sales as necessary requiring an understanding of JD Powers
• Assures compliance with all Company policies and procedures to include
• Sarbanes Oxley (SOX) audit
• Dignity University (DU) training
• Interment Verification Training (IVT) audits
• Day Sales Outstanding’s (DSO) related to financial and administrative areas
• Assists in preparing and/or overseeing all funeral/cemetery-related forms
• Reviews time cards and administers corporate payroll policies and procedures
• Administers local Human Resources (HR) processes such as processing new hire paperwork, verifying pre-need sales licenses, maintaining employee files and other confidential files (I9’s, etc.).
• Ensures new associates receive new hire orientation
• Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators
• Maintains vehicle records/licenses
• Processes expense reports
• Updates General Price Lists (GPLs)
• Manages all Alarm Systems (codes, working order, etc.)
• Assists with funeral services and “Making Everlasting Memories” (MEMs) as needed
• Coordinates daily activities with business unit as well as other departments
• Trains associates in the proper administration of policies and procedures
• Services customers by interacting with families in a professional and compassionate manner
• Maintains and updates customer records
• Updates company website with current obituaries and ensures obituaries are placed in newspapers
• Provides a collaborative, productive workplace environment for associate growth and development that instills pride, a sense of ownership, and the challenge to associates to exceed expectations
• Behaves in a supportive way to enrich the work environment
• Uses customer feedback in conjunction with Sales to improve location administration and strengthen individual associate performance
• Performs other duties as assigned