What are the responsibilities and job description for the Office Administration Assistant - Santa Clara Mortuary position at Archdiocese of LA?
Location: Santa Clara Mortuary - Oxnard
Status: Non - Exempt, Full Time
POSITION SUMMARY
Under the general supervision of the Mortuary Manager, the Office Administration Assistant delegates, manages and performs the overall administrative function of the operational activities of a funeral home. Manages and coordinates the activities of support staff to ensure 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.
ESSENTIAL FUNCTIONS
Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.
Oversees processing of all accounting support functions including:
- Collections of all accounts receivable including billing
- Verifications and payments of all accounts payable invoices
- Controls of receipt and deposit of cash payments received
- Verifies/audits cash disbursement reports
- Processing Pre-need and At-need contracts
- Maintains petty cash account and disburse the same in accordance with company policies and procedures.
- Coordinates the completion and filing of various funeral forms and reports; verifies accuracy.
- Prepares reports as required.
- Administers local HR processes as applicable.
- Collaborates and supports all other departments within the business location.
- Reviews time cards and administers payroll policies and procedures.
- Facilitates vendor coordination and supervision.
- Trains, supervises, and coaches staff in processes and procedures.
- Processes expense reports and track Capital Expenditures.
- Maintains records as needed.
- Manages all Alarm Systems (codes, working order, etc.)
- Monitors document retention policies and disposes of expired documents in a secure manner.
- May prepare correspondence.
- Prepares customer statements.
- Assists the Funeral Arrangers and other support staff as another point of contact for families with regards to questions or complaints.
- Supports location management to ensure all work orders are completed in a timely manner with proper documentation.
- Assures compliance with all company policies and procedures.
- Performs other duties as assigned.
MINUMUM QUALIFICATIONS
Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:
- Active member of a Roman Catholic faith community.
- High school diploma or completion of a college diploma training program.
- Minimum 5 years of management experience in an administrative capacity with focus on customer service.
- 3 – 5 years bookkeeping, general office, clerical accounting, and Accounts Payable experience required.
- Experience with MS Office including Word, Excel and Outlook
- Bilingual Spanish/English preferred.
Knowledge, Skills, and Abilities
Knowledge of:
- Understanding of Christian Burial in the Catholic Church.
- Proficiency in data entry and reconciliation techniques.
Skills in:
- Interpersonal skills including tact, patience, and diplomacy
Ability to:
- Communicate effectively in written and oral form.
- Develop and maintain effective working relationships.
- Must be able to read and interpret Mortuary policies, procedures, contracts, and customer files.
- Provide excellent customer service skills by responding to common inquiries or complaints from customers, co-workers, or members of the business community.
- Effectively present information to patron family members, co-workers, and management.
- Follow multiple pending requests through to completion.
- Organize and coordinate projects.
- Calculate figures and amounts such as discounts, interest, proportions, and percentages and to apply concepts of basic mathematics.
- Concentrate and complete moderately complex forms.
- Work independently with initiative and little supervision.
- Maintain confidentiality.
- Travel to local sites for meetings.
Physical and Environmental Requirements:
- Sit and stand for sustained periods of time on a daily basis
- Perform tasks requiring intermittent bending, stooping, and walking
- Requires ability to frequently lift or move objects up to 30 pounds
- Sustain frequent movement of the fingers, wrists, hands, and arms.
Compensation: $22.44 - $27.04
Salary : $22 - $27
