Position Summary:
The Office Administrative Assistant plays a vital role in ensuring the smooth and efficient operation of the Cemetery District Office. This position provides compassionate service to customers while respecting diversity and cultural values. The ideal candidate will be responsible for administrative support, customer interactions, and office organization.
Duties and Responsibilities:
- Greet office visitors and respond to customer inquiries with professionalism and empathy.
- Provide general pricing information to customers.
- Answer incoming calls and direct messages to the appropriate personnel.
- Assist cemetery visitors by providing property location details.
- Schedule appointments and coordinate burial services with funeral homes.
- Prepare customer contracts and collect payments.
- Generate and organize daily work orders and burial orders.
- Create and maintain digital and physical records for customers and decedents.
- Input and manage customer and decedent data within internal databases.
- Maintain an organized filing system.
- Assist with proofreading documents and reports.
- Sort and distribute incoming mail.
- Ensure the office and lobby areas are well-maintained, including restocking forms and business cards and keeping workspaces tidy.
- Monitor and replenish office supplies as needed.
- Attend staff meetings and participate in other organizational meetings as requested.
- Support other clerical functions and assist team members with administrative tasks.
- Track headstone deliveries and placements while maintaining communication with customers regarding missing markers.
- Perform other duties as assigned to support the mission of the Artesia Cemetery District.
Qualifications:
- Strong customer service and communication skills.
- Proficiency in data entry and office software (Microsoft Word, Excel, Outlook, etc.).
- Excellent organizational skills and attention to detail.
- Ability to multitask and manage time effectively.
- Experience in administrative support, preferably in a customer service setting.
- Ability to work with sensitivity and discretion in an environment that requires compassion and professionalism.