Administrative Assistant

TITLE Administrative Assistant

AGENCY Assumption Catholic Cemetery, Wheaton

SUPERVISOR Office Manager

JOB SUMMARY

The Administrative Support role is accountable for performing a variety of administrative- and computer-related tasks to ensure the business runs smoothly and the expectations of our client families are exceeded so that each family has a friendly, inviting and positive experience.

DUTIES AND RESPONSIBILITIES

• Serves as primary support to the Office Manager and Family Service Counselor.
• Answers telephone and gives information to callers or routes calls to the appropriate person and places outgoing calls for the business.
• Greets and escorts all visitors and their guests.
• Schedules, confirms and processes all required documentation for burials with funeral homes.
• Responds and handles all customer inquiries promptly and with compassion, respect and understanding.
• Provides burial locations and general information to guests.
• Composes and types service request forms and correspondence.
• Processes counter floral sales.
• Assists client families with processing necessary paperwork and scheduling appointments.
• Scans, copies and prints.
• Updates and maintains files and related systems for the business.
• Files all family client files, interment cards, lot cards.
• Manages and orders office supplies.
• Coordinates and maintains inventory counts for all office collateral material and supplies.
• Maintains refreshment bar and common areas.
• Serves as a backup in other administrative functions as needs dictate.
• Receives, opens and distributes mail.
• Supports the mission, philosophy, objectives and policies of the Catholic Church and the Diocese of Joliet.
• Maintains strict confidentiality on all matters.

OTHER DUTIES AND RESPOSIBILITIS

• Performs other duties as assigned

QUALIFICATIONS

• Minimum three (3) years similar/relevant experience
• Must have strong organizational skills and value attention to detail
• Must be able to multi-task and prioritize, be an independent thinker and have excellent interpersonal and communication skills.
• Must have proven ability to understand and carry out administrative operations in order to effectively manage and prioritize work.
• Must have ability to remain tactful under pressure and present a professional demeanor and communication style with a positive and responsive attitude.
• Must have ability to type a minimum of 55 w.p.m., have experience using PowerPoint and other Microsoft Office programs, and have spread sheet capability.
• Bilingual in English and Spanish a plus

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• The duties associated with this position are generally performed in an indoor office setting.
• Equipment used to perform the essential function of this position includes, but is not limited to computer, fax, copier, merchant terminal, multi-line phone system, personal or company owned vehicle.
• Employees in this role are regularly required to climb, sit, stand, bend, kneel, and frequently lift to 25 pounds.
• This position may also require reaching, pushing, and pulling.
• Employees may be exposed to chemicals and/or blood borne pathogens. Exposure risk is considered: Low
• Overtime is sometimes necessary or required.

WORKING CONDITIONS

This is a non-exempt position, full time with benefits. Normal work week Monday through Friday 8:00 a.m. – 4:30 p.m. and every fourth Saturday 9:00 a.m. – 12:00 p.m.

Applicants meeting the necessary qualifications please email a cover letter, resume and salary requirement to: humanresources@dioceseofjoliet.org

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday
• Weekends as needed

Ability to commute/relocate:

• Wheaton, IL 60189: Reliably commute or planning to relocate before starting work (Preferred)

Experience:

• Similar/relevant service: 3 years (Preferred)

Work Location: In person

Salary : $37,200 - $47,100