Office Administration Manager (Queen of Heaven Mortuary)

OFFICE ADMINISTRATION MANAGER

Location: Queen of Heaven Mortuary

Status: Exempt, Full Time

Salary Range: $66,570 - $81,174

The rate of pay offered to the selected candidate is based on internal pay policy and budget. Candidates are paid at the minimum of the salary range or no higher than the first quartile of the salary range. We consider a number of factors when making compensation decisions including, but not limited to, skill sets, experience, training, and other department needs.

What We Are Looking For

In joining our team, you are joining a dynamic group of diverse individuals committed to the Corporal Works of Mercy. For us, what we do is much more than a job or a career. If you feel called to be of service, we invite you to explore our career opportunities.

Position Summary

Under the general supervision of the Mortuary Manager, the Office Administration Manager delegates, manages and performs the overall administrative function of the operational activities of a funeral home. Manages and coordinates the activities of support staff to ensure the highest quality services and products, to satisfy the need of any client family, to maximize budgeted profit plans for the location, and maintain a positive employee relations atmosphere.

Essential Functions

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

• Oversees processing of all accounting support functions including:
• Collections of all accounts receivable including billing
• Verifications and payments of all account's payable invoices.
• Controls of receipt and deposit of cash payments received.
• Verifies/audits cash disbursement reports.
• Processing Pre-need and At-need contracts.
• Maintains petty cash account and disburse the same in accordance with company policies and procedures.
• Coordinates the completion and filing of various funeral forms and reports; verifies accuracy.
• Prepares reports as required.
• Administers local HR processes as applicable.
• Collaborates and supports all other departments within the business location.
• Reviews time cards and administers payroll policies and procedures.
• Facilitates vendor coordination and supervision.
• Trains, supervises, and coaches staff in processes and procedures.
• Processes expense reports and track Capital Expenditures
• Maintains records as needed.
• Manages all Alarm Systems (codes, working order, etc.)
• Monitors document retention policies and disposes of expired documents in a secure manner.
• May prepare correspondence.
• Prepares customer statements.
• Assists the Funeral Arrangers and other support staff as another point of contact for families with regards to questions or complaints
• Supports location management to ensure all work orders are completed in a timely manner with proper documentation.
• Assures compliance with all company policies and procedures.
• Performs other duties as assigned.
  
  

Minimum Qualifications

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

• Active member of a Roman Catholic faith community
• Bilingual Spanish/English preferred.
• High school diploma or completion of a college diploma training program
• Minimum 5 years of management experience in an administrative capacity with focus on customer service
• 3 – 5 years bookkeeping, general office, clerical accounting, and Accounts Payable experience required
  
  
  

Knowledge, Skills, And Abilities

Knowledge of:

• Experience with MS Office including Word, Excel, and Outlook
• Understanding of Christian Burial in the Catholic Church
• Proficiency in data entry and reconciliation techniques
  
  
  

Skills in:

• Calculate figures and amounts such as discounts, interest, proportions, and percentages and apply concepts of basic mathematics.
• Provide excellent customer service skills by responding to common inquiries or complaints from customers, co-workers, or members of the business community.
• Interpersonal skills including tact, patience, and diplomacy.
  
  
  

Ability to:

• Organize and coordinate projects.
• Follow multiple pending requests through to completion.
• Communicate effectively in written and oral form.
• Develop and maintain effective working relationships.
• Concentrate and complete moderately complex forms.
• Travel to local sites for meetings.
• Must be able to read and interpret Mortuary policies, procedures, contracts, and customer files.
• Effectively present information to patron family members, co-workers, and management.
• Work independently with initiative and little supervision.
• Maintain confidentiality.
  
  
  

Physical and Environmental Requirements:

• Sit and stand for sustained periods of time daily.
• Perform tasks requiring intermittent bending, stooping, and walking.
• Requires ability to frequently lift or move objects up to 30 pounds.
• Sustain frequent movement of the fingers, wrists, hands, and arms.
  
  
  

Our Benefits include:

• Health Insurance (Medical, Dental and Vision)
• Mental Health Services (Employee Assistance Program)
• Pension Plan
• 403B Plan
• Vacation & Sick Time
• Paid Holidays
• Employee Discount Programs (24hr Fitness, LA Fitness, Hotel Engine, Great Work Perks*)
• *Great Work Perks (Amusement Parks, Car Rentals & Hotel, Restaurant, and Shopping discounts)
• SIGN ON BONUS
• 2% bonus, commensurate with level of annual compensation
• Must be employed for 6 months - in good standing.
• Full amount paid at 6 months.
• excludes temporary employees.