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 to plan burials.
• 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 expected.
• 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.
To apply:
Please send a cover letter and resume to dogrhr@grdiocese.org.
Job Features
| Job Category | Diocese |