Office Assistant - Hourly

Job Details

Description

The amazing Catholic cemeteries of Gethsemane and St. Patrick are looking for a spiritual, thorough and compassionate full-time, hourly office assistant to round out their administration team in it's primary mission of the ministering to and the supporting of grieving catholic families.

ESSENTIAL POSITION DUTIES

• Office Operations Support
  Provides daily assistance to the Cemetery Office Manager and Superintendent. Accomplishes this by following established policies and procedures and being fully knowledgeable in all office functions, including but not limited to contract processing, marker ordering and tracking, and computer data entry and retrieval.
• Record Maintenance
  Ensures that all cemetery records are accurately recorded and updated. This includes processing burials, at-/pre-/post-need orders, maintaining permanent written records and digital data, generating reports, and coordinating with the Accounting Department, Cemetery Office Manager, and Superintendent as needed.
• Bookkeeping Functions
  Performs bookkeeping duties including daily processing of bank deposits, cash receipts, accounts receivable, and accounts payable. Maintains weekly cash receipt logs and monthly miscellaneous cash receipt logs, holding account logs, credit card settlement reports, and activity reports. Also maintains burial property records, product inventory, and other office and safety supplies.
• Operational Assistance
  Assists in the efficient operation of the office by ordering and tracking retail customer purchases, completing errands including approved off-site purchases, making bank deposits in accordance with internal controls, assisting with general cleaning of public areas, and completing other tasks as assigned.
• Clerical and Project Support
  Provides clerical support for ongoing and special projects, utilizing office equipment to prepare printed and electronic documents, offering general clerical assistance, and completing assigned projects accurately and on time following direction from the Cemetery Office Manager and Superintendent.
• Burial and Memorial Accuracy
  Helps ensure accuracy of all burials and memorial placements by following established policies, including flagging graves, performing blind checks, and physically verifying memorial placements.
• Liturgical Support
  Supports liturgical functions at the cemeteries by assisting at committal services at both locations, presiding at the Committal Rite (after completing all Archdiocesan requirements), maintaining adequate supplies, assisting with monthly Masses and other liturgical events, and supporting special day events.
• Genealogical Assistance
  Reviews historical cemetery records to assist families with genealogical inquiries regarding individuals interred in the cemeteries.
• Office Coverage
  Provides office coverage when the Cemetery Superintendent and/or Family Service Directors are away, ensuring smooth continuity of office operations.
• Public Assistance
  Assists all publics—visitors, callers, and other stakeholders—by helping locate burial sites, answering questions or concerns, and directing individuals to appropriate cemetery staff as needed.
• Attendance and Work Participation
  Demonstrates regular, dependable attendance and active engagement in all job functions, including arriving on time, being prepared to begin work at the start of the shift, taking rest and meal breaks in accordance with ACC policy, and remaining on duty until the scheduled shift concludes.
• Public Relations
  Contributes to positive public relations by ensuring that all interactions reflect a professional, respectful, and positive image of Associated Catholic Cemeteries.

Qualifications

ESSENTIAL QUALIFICATIONS

Primary

a. Willingness and ability to support the mission of the Church by extending the ministry of the Archbishop.
b. Desire to use one’s God-given gifts and talents in service to the local Church, supporting the collaboration between lay and ordained ministers.
c. Active member of a Catholic parish/faith community in good standing with the Catholic Church, in order to serve in the role of lay minister for the Committal Rite.

Education

a. High School diploma or GED required.
b. Some college coursework preferred.

Experience

a. Two or more years of administrative or general office experience.
b. Proficiency in Microsoft 365 and digital records management systems.
c. Experience with accounts receivable, cash receipts, and accounts payable.
d. Strong word processing and typing skills.
e. Ability to read, write, and communicate in English at a 12th-grade level.

Other Requirements

a. Strong attention to detail with a demonstrated record of accuracy; ability to perform office tasks in an environment with frequent interruptions.
b. Excellent organizational, interpersonal, and communication skills.
c. Ability to work both independently and collaboratively as part of a team.
d. Possession of a Notary Public License, or ability to obtain one within three months of employment.

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.