TO BE CONSIDERED FOR THIS POSITION, YOU MUST FILL OUT AND SUBMIT A DISTRICT APPLICATION WHICH CAN BE ACCESSED ON THE DISTRICT'S WEBSITE WHICH IS https://www.occemeterydistrict.com
Under general direction, to serve as the front desk receptionist at Santa Ana Cemetery and to provide administrative support to the Cemetery Manager and Leadworker. The position requires superior customer service and communication skills, the ability to perform complex and highly responsible clerical and administrative support work; to interpret policy and administrative regulations; and to do other work as required.
Examples of duties include:
- Customer Service: answers phone calls and e-mails, responds to questions, complaints and requests for maintenance from the public and vendors who come to, or contact, the Cemetery Office. Schedules appointments and interments. Greets visitor/families coming to office for information or appointments.
- Types letters, reports and other finished copy from rough drafts; composes correspondence as directed; proofreads finished copy.
- Processing burial permits and issue Certificate of Interment Rights while cross checking data within Burial Data Program.
- Create invoices and accept payments for transactions as needed.
- Open and distribute mail.
- Process marker deliveries and track installations. Notify families of installations.
- Ongoing research on interment space ownership and cross checking accounts in cemetery database to ensure correct owners are in place. Scanning old receipts and attaching in the burial data program to have complete and accurate record of all accounts.
- Work with Cemetery Manager and Leadworker to check all lot layouts in cemetery database ensuring that the database accurately reflects all interment space locations and correct status
- Assist with maintaining organized storage of receipts, interment orders, permits, and certificates and ensure that all proper documents are received for each interment and space purchase and filed correctly.
Knowledge of:
- Correct English usage, grammar, spelling, vocabulary and punctuation.
- The functions and basic office services operation of an administrative office.
- Modern office methods and practices including computer systems, filing systems, business correspondence, receptionist techniques and report writing.
- District policies and procedures.
- Public cemetery operations, mortuary or hospice experience are desirable.
Ability to:
- Plan, organize and complete work rapidly and efficiently despite frequent interruptions and/or distractions.
- Learn, interpret and apply administrative and district policies, laws and rules.
- Organize and carry out projects with minimal instruction.
- Take dictation or notes for long periods of time or when numerous people are speaking, such as at meetings or conferences.
- Type from handwritten copy into final form; type from machine transcription may be required.
- Compose correspondence from notes or verbal instructions.
- Proofread written materials to identify and correct errors in punctuation, spelling and grammar.
- Keep records and prepare reports.
- Operate computer and use management software, i.e. Microsoft Word, Excel and Cemsites Burial Data Program
- Meet the public in situations requiring tact, diplomacy and poise, and effectively communicate over the phone.
- Be sensitive to family’s needs, feelings and frame of mind.
- Be highly organized in setting work priorities.
- Work independently in a small office setting with limited supervision at times.
- Refrain from discussing confidential or sensitive issues with anyone outside of the appropriate personnel.
- Communicate clearly and concisely, both orally and in writing.
- Establish timelines and organize work to meet deadlines.
- Work on various projects simultaneously with frequent interruptions.
- Pay attention to detail
Education and Experience:
Any combination of education and experience that would provide the necessary skills, knowledge and abilities required to perform the job, including but not limited to: Three years of secretarial/office experience which would demonstrate possession of each of the knowledge and abilities at the required level of skill and judgment. College level secretarial or clerical training may be substituted for the required experience on the basis of 12 semester units of college for six months of experience. Cemetery experience is desirable, but not required. Possess and maintain a valid California driver's license and an acceptable driving records, as position occasionally requires driving. Bilingual skills (Spanish) is highly desirable.
Job Type: Full-time
Pay: $53,527.00 - $70,232.00 per year
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Paid time off
- Retirement plan
- Tuition reimbursement
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- secretarial/office: 3 years (Required)
- Cemetery, Funeral Home or Mortuary: 1 year (Required)
Ability to Relocate:
- Santa Ana, CA 92705: Relocate before starting work (Required)
Work Location: In person