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Administrative Assistant - Grand Rapids Catholic Cemeteries

Diocese of Grand Rapids • Full-time • Grand Rapids, MI, US • $17 - $19 / hour • 2m ago

Position Title: Administrative Assistant

Reports To: Managing Director, Grand Rapids Catholic Cemeteries

FLSA: Hourly/Non-Exempt

Hours: Full Time, 40 hours per week, daytime

Effective Date: September 2024

Location: Holy Cross Cemetery, Grand Rapids, MI (primary)

BROAD STATEMENT OF RESPONSIBILITIES:

Perform a wide range of administrative and office support activities for the managers and supervisors to facilitate the efficient operation of the cemeteries.

SPECIFIC DUTIES:

· Meet with grieving families in the planning of a burial.

· Answer, screen and transfer inbound phone calls.

· Receive and direct visitors and clients.

· General clerical duties include photocopying, fax and mailing.

· Maintain electronic and hard copy filing system. High level of accuracy expected.

· Retrieve documents from filing system.

· Handle requests for information and data.

· Resolve administrative problems and inquiries.

· Prepare written responses to routine inquiries.

· Prepare and modify documents including correspondence, reports, drafts, memos and emails.

· Schedule and coordinate meetings, appointments for managers or supervisors.

· Open, sort and distribute to appropriate location incoming correspondence.

· Maintain office supply inventories.

· Coordinate maintenance of office equipment.

· Maintain records for petty cash and perform regular balancing of funds with Managing Director or person designated by Managing Director.

· Perform other related duties as assigned or directed by the Managing Director.

· Assist grounds personnel in locating grave locations for burials, entombments, inurnments, repair of any item associated with these locations (i.e. vases, markers, landscape, etc.). High level of accuracy expected.

· Coordinate with Funeral Homes to complete interment paperwork and information to schedule a burial. High level of accuracy.

· Schedule burials by placing pertinent information on calendars for Sexton prior to burial taking place.

· Maintaining accurate records and spread sheets.

EDUCATION AND EXPERIENCE

· Computer skills and knowledge of relevant software.

· Knowledge of operation of standard office equipment.

· Knowledge of clerical and administrative procedures and systems such as filing and record keeping.

· Knowledge of principles and practices of basic office management.

KNOWLEDGE, SKILLS, ABILITIES

· Must be able to read and speak English.

· Communication skills-written and verbal.

· Planning and organizing.

· Prioritizing.

· Problem assessment and problem solving.

· Information gathering and information monitoring.

· Attention to detail and accuracy.

· Flexibility.

· Adaptability.

· Customer service orientation.

· Teamwork.

· In-depth knowledge of the Catholic Church including familiarity with structure, function, and institutions is preferred.

PHYSICAL REQUIREMENTS/WORKING CONDITIONS (if applicable):

Physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight.

Please send a cover letter and a resume. Thank you!

Job Type: Full-time

Pay: $17.00 - $19.00 per hour

Expected hours: 40 per week

Benefits: