Administrative Assistant Job at Catholic Diocese of Lansing
The New Calvary Catholic Cemetery in Flint is seeking applicants for a part time Administrative Assistant who values helping families during a sensitive time in their lives when they seek to honor their loved ones by selecting a final resting place. The position performs secretarial, administrative, clerical accounting, and customer service related tasks of the cemetery office. The position works closely with the Family Service Advisors, the office Accountant, and the Director of Diocesan Cemeteries to ensure that families who seek our assistance receive respectful, professional, and caring support. Interested candidates should complete the online application. Questions about the position may be directed to Brian Epkey or Brandi Wheat at 810-732-2620.
Principal Duties and Responsibilities
Family Assistance
- Greet all walk-in families and determine correct course of additional staff interaction
•Have a working knowledge of committals & events throughout the cemetery location •Provide plot location to families attending committal ceremonies
- Show families to arrangement rooms and offer coffee, water or tea
- Monitor arrangement room cleanliness, and clean rooms after each arrangement
- Monitor bathrooms for cleanliness
- Ensure that beverage center is stocked and available to families
- Act as first point of contact regarding all customer services issues; determine next steps and proper personnel to get involved
Administrative Duties
- Provide phone coverage.
- Sort and distribute mail to Location Manager; prepare and mail UPS/Fed Ex packages when necessary
- Prepare and mail all UPS/FedEx packages for managers
- Manage and file documents in appropriate areas
- Manage office inventory supplies and ordering
- Schedule and coordinate meetings and/or events as assigned by Director of Cemeteries or Accountant.
- Prepare emails as assigned by Director of Cemeteries to employees, parishes or other businesses.
- Enter leads into data base and assist with rotating leads between the Family Service Advisors.
- Enter and track all marker orders into the Nexus work order system and update accordingly.
- Assist Family Service Advisors in processing service orders and work orders for assignment to the grounds crew.
- Assist with or complete other general administrative tasks as assigned by Director of Cemeteries and Accountant.
Accounting/Financial Tasks
- Maintain accounts receivable and mail customer statements.
- Scan bills and payments into appropriate database.
- Prepare and execute all deposits from cemetery to bank at the request of the Director of Cemeteries or Accountant.
Knowledge, Skills, and Abilities
Education:
High school graduate or equivalent.
Experience:
Minimum of three years of experience as a general secretary required. Fluent typing using Microsoft Word.
Require:
Must be able to maintain confidentiality.
Physical Demands:
While performing duties, employee has to sit for long periods of time, use hands in repetitive motion tasks, and answer telephone calls. The position also requires some standing, stooping, and bending while filing. Employee is expected to work onsite, Monday through Friday, with minimal travel.
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