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Office Assistant

4 months ago

Shoreline, United States 4000 ARCHDIOCESE OF SEATTLE PAYROLL SVC Full time
Job Details

Job Location
0305 Associated Catholic Cemeteries - Shoreline, WA

Position Type
Full Time

Salary Range
$23.00 - $25.00 Hourly

Description

GENERAL INTRODUCTION:

The Archbishop is the visible principle and foundation of unity in the particular Church entrusted to him. In a unique and visible way, he makes Christ's mission present and enduring as Shepherd of the Christian Community. In order to fulfill his mission, the Archbishop employs suitable, chosen collaborators (clerics, religious, or lay people). He shares with them the apostolic mission and entrusts various responsibilities to them.

(Directory on the Pastoral Ministry of Bishops, 198)

Each position employed in Associated Catholic Cemeteries helps to extend the ministry of the Archbishop in particular ways as outlined in the position description.

GENERAL SUMMARY OF ESSENTIAL PURPOSE:

Provides administrative assistance to the Office Manager and the Cemetery Superintendent for Holyrood Cemetery by performing a variety of office functions to ensure paperwork and digital records are completed, processed and maintained in an accurate and timely manner and according to established policies, by assisting at committals as needed, tracking markers, delivers marker proofs to Family Service Directors, communicates with families about marker updates, ensures the proper paper work is given to the Grounds Crew to ensure proper installation of markers, and other tasks as assigned to ensure the overall smooth operation of the cemetery office. This is a 40 hour per week position scheduled Monday through Friday.

ESSENTIAL POSITION DUTIES:

(Accountabilities, Responsibilities, Competencies - Only the essential duties and responsibilities should be stated)

1. Provides assistance to the Office Manager and Superintendent in the daily operation of the cemetery office. Incumbent accomplishes this by following established policies and procedures and being fully versed in all office functions including, but not limited to, contract processing, marker ordering and tracking, and computer data entry and data retrieval.

2. Maintains cemetery records to ensure that information is accurately recorded and updated as needed. Incumbent accomplishes this by processing burial paperwork, at/pre/post-need orders and other permanent records, by performing computer data entry of burials and memorials, monitoring and maintaining the ongoing accuracy of both permanent written records and the data contained in the various cemetery computer programs used, as well as general data processing and report generation as needed, and coordinating with the Accounting Office and the Cemetery Superintendent as required.

3. Assists the Office Manager in ensuring the accuracy of all burials and memorial placements. The incumbent accomplishes this by following established policies including flagging graves, performing blind checks and physically verifying memorial placements.

4. Supports liturgical functions at the cemeteries. Incumbent accomplishes this by assisting at committal services, presiding at the Committal Rite as required after meeting all Archdiocesan requirements, assuring adequate supplies and assists as needed for monthly masses and other liturgical events, and providing necessary support for special day events.

5. Provides clerical assistance for ongoing and special projects. Incumbent accomplishes this by using various office machines to provide email and printed documents for the various publics served, general clerical assistance and the ability to complete projects in a timely and accurate way following the instructions provided by the cemetery Office Manager.

6. Assists various publics served by the cemetery. The incumbent accomplishes this by assisting publics calling or visiting the cemetery with finding burial locations, addressing questions or concerns, and directing them to other appropriate cemetery staff as necessary.

7. Provides bookkeeping functions for the office in a backup capacity. Incumbent accomplishes this by being cross trained in processing bank deposits, cash receipts, accounts receivable and accounts payable daily, cash receipts log weekly, and miscellaneous cash receipts logs, holding account logs, credit card settlement reports and monthly.

8. Maintains a record of tracking markers, works outdoors in a wet and cold environment when required, delivers marker proofs to Family Service Directors, processes marker proofs once they are signed by the family, communicates with families about marker updates, ensures the proper paperwork is given to the Grounds Crew to ensure proper installation of markers, communicates with vendors, climbs on delivery trucks to inspect and insure the correct markers are being delivered, and any other job functions that relate to marker tracking.

9. Is available to work and actively participate in all position related job functions. Incumbent accomplishes this by engaging in regular and dependable attendance on the job including arriving to work on time, by being ready to work when the shift begins, taking rest breaks and meal periods as required by ACC policy, and remaining on the job until the scheduled work shift is over.

10. Contributes to good public relations by ensuring a positive image of ACC is conveyed in all contacts with all publics.

Qualifications

ESSENTIAL QUALIFICATIONS:

(Any Equivalent Combination of the following Education, Experience, Knowledge, Skills, and Abilities.)

1. Primary:

a. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.

b. Ability and desire to use God-given gifts and talents in service of the local Church in support of the collaboration between lay and ordained Ministers.

c. Willingness and ability to support the mission of the Associated Catholic Cemeteries

d. Detail oriented with record of accuracy and ability to perform office tasks in an environment with frequent interruptions.

e. Active member of a Catholic parish/faith community in good standing with the Catholic Church to serve as sacristan and in the role of presider of the Committal Rite.

2. Education:

a. High School/GED.

b. Some college, preferred.

3. Experience:

a. Two or more years of administrative or general office work experience

b. Proficient in Microsoft O365 and other digital records management

c. Experience with accounts receivable, cash receipts, accounts payable.

d. Word processing and typing skills.

e. Ability to read, write, and communicate in English at a 12th grade level.

4. Other Elements:

a. Detail oriented with record of accuracy and ability to perform office tasks in an environment with frequent interruptions.

b. Excellent organizational, interpersonal and communication skills

c. Ability to work independently as well as in a team environment.

d. Must possess a valid Washington State driver's license and automobile insurance and personal vehicle.

Any offered salary is determined based on internal equity, internal salary ranges, market data, applicant's skills and prior relevant experience, certain degrees and certifications.

Benefits: Eligible positions receive a comprehensive package of benefits including medical, dental, vision, life, accidental death and disability, long term disability, pension, 403(b), HSA, FSA, and generous sick leave, vacation and holidays.