Office Administrator

This field is a service-oriented profession that deals primarily with the public during an extremely difficult time. Must be professional and courteous to individuals that are grieving. Good communication skills are essential to expertly handle difficult conversations that typically arise with the bereaved. Must be comfortable in comforting mourners dealing with loss along with being tactful and patient. Adequate mastery of the English Language, excellent customer relations skill and a basic understanding of human psychology.

Qualified candidates must possess strong organization skills and follow-through with attention to detail; excellent interpersonal/customer service skills; and solid computer knowledge using Mac/Apple Office product. Ideal candidate will have a minimum of 3 years of administrative support experience, preferably in a customer service related environment.

POSITION DESCRIPTION:

Performs clerical and administrative tasks with a high degree of accuracy. Requires excellent time-management skills to handle a myriad of key office functions with frequent interruptions. Multi-tasking with ability to meet deadlines and remain focused is essential.

Duties include, but are not limited to, the following:

• Receptionist for front desk either primary or backup as needed or assigned
• Greet and assist families as they arrive
• Receive and label items brought into the FH (clothing, jewelry, pictures, urns)
• Answering phones throughout the day so that a grieving family is able to speak with a live person, not a machine, and help them in any way they need. Routinely checking voicemail for any missed calls. Type case file for each new decedent; maintain office organization and filing of all case files
• Initiate the death certificate entering first call information into EDRS (State’s CITRIX system)
• Contact the physician, hospice, or hospitalist group for approval to fax. (Medical Examiner cases are initiated by the ME and assigned to the FH)
• Continually monitor status of death certificate from initial data entry through completion
• Order certified death certificates from Health Department once DC is finalized
• Compose obituary draft, email family for edits and approval.
• Forward finalized obituary to appropriate newspapers for publication paying close attention of deadlines for service and the date the family requested obituary to run.
• Notate actual cost(s) of obituary on decedent’s contract when obituary proof is received. Produce printed goods (memorial folders, prayer cards, register books, clergy records, etc)
• Assist the funeral director as needed; i.e., by making phone calls to get information for a family, greeting families as they arrive, etc.
• Process crematory paperwork when the Medical Examiner has given cremation authorization:
• Verify that the 48 hour time requirement has passed since time of death
• Verify that appropriate signatures were obtained (next-of-kin and Funeral Director)
• Verify that ID viewing has been done or if cremation is to be witnessed that LFD has scheduled the date and time of cremation coordinated with the family
• Include fingerprint card if requested or notate any special requests
• Print burial transit permit with the ME authorization number highlighted for cremation

ESSENTIAL FUNCTIONS:

• Provide administrative support to the funeral directors and staff
• Types correspondence and data entry using computer word processing
• Performs filing, copying and data entry
• Answers telephone and gives information to callers or routes call to appropriate person
• Greets visitors, determines nature of business and directs visitors to appropriate person in a professional manner
• Operate typewriter, adding machine, calculator, copier, and/or other office machines.
• Maintains neat, clean and professional appearance.

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent (GED)
• 3 years experience of clerical experience
• Excellent customer service & communication skills
• Computer proficiency with Word & Excel, MAC preferred
• Ability to work independently and under some pressure to meet deadlines

KNOWLEDGE, SKILLS, AND ABILITIES:

• Working knowledge of business English, spelling, and arithmetic; office practices and procedures; departmental rules and regulations.
• Ability to understand and carry out oral and written instructions and to request clarification when needed.
• Ability to maintain established records and files.
• Ability to meet the public well and to deal effectively with their questions or problems, seeking assistance as needed.
• Ability to establish and maintain effective working relationships with co-workers, employees, and officials in other departments.
• Ability to communicate effectively orally and in writing.

Job Type: Full-time

Pay: $15.00 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $15 - $20