Job Description

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

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