Job:Â Administrative Assistant
Location:Â Newburgh, NY
Pay:Â $18/hour
Schedule:Â Monday - Friday 8am-4pm plus every 3rd Saturday 8am-12pm
Job Type:Â Temp to Perm
Summary: This position is responsible for providing administrative and office support. Duties may include screening telephone calls, receiving and directing visitors, typing, data entry, word processing, scanning, filing and faxing.
 Essential Duties:
Reception Duties – greet and assist funeral directors, lot owners and visitors; answer telephone and direct callers; distribute incoming and process outgoing mail
Cremation Intake – review paperwork for accuracy and completion; generate Delivery Receipt and Cremation Checklist; coordinate staff to meet funeral directors at crematory; process necessary documents.
Cremation Processing -Â Prepare and review necessary cremation paperwork and coordinate shipping, tracking and record keeping / documentation.
Coordinate burials with funeral directors and families and coordinate / execute necessary documentations.
Enter payments and mail receipts when necessary
Make Deposits weekly.
Receive and work with Management team to resolve customer complaints.
Sales – Work with prices and locations of plots, crypts, niches; service fees; memorialization fees
Assist families with process; review and approve applications for VA Markers VA when requested, and coordinate necessary paperwork & billing.Â
Foundations – process Order for Foundation forms; generate invoices and process payments; ensure proper regulations are followed and coordinate delivery.
Special Orders – generate as needed for items such as but not limited to affidavits, designation of burial rights, relinquishing burial rights, transfer of ownership, etc.
Generate Certificate of Ownership
Process Affidavit of Heirship
Process Payables weekly
Assist with time clock issues and manage employee hours worked
 Monthly Duties
Generate reports, review for accuracy to ensure all services are delivered to assist with financial functions
 Additional essential duties may include some of the following:
Coordinate flow of work and status each day relative to overall administrative support.
Perform general administrative functions, including but not limited to, faxing, filing, copying, typing, proof-reading, scanning, etc.
Utilize cemetery software to look up information to assist with requests such as but not limited to ownership, services / burials, personal information, contracts, prepaid services, foundations, property locations and availability, contract status, notes tab for status of account, special orders, communication with family, restrictions, etc.
Utilize Contract Log Book to record contracts and services for next number issued.
Utilize Internet to retrieve obituaries when needed; utilize findagrave.com to assist with memorialization
Scan documents and link to records in an effort to destroy and free up space in fire-proof storage room.
Take initiative in Office Manager’s absence.
Keep projects on schedule.
Maintain procedures to ensure consistent performance of duties.
Compose and maintain external correspondence.
Handle all inquiries within capacity.
Prepare for internal meetings by making copies, preparing room, refreshments, equipment, etc.
Maintain supply of forms and office supplies; notify Office Manager to order forms and office supplies as needed; receive incoming orders; inspect them for accuracy against receiving ticket; forward receipt/packing list to accounts payable and put stock away.
 Essential duties of all administrative team members:
Conduct oneself in a professional manner at all times.
Follow Association procedures as outlined.
Maintain confidentiality of the Association and its clients at all times.
Maintain regular attendance and punctuality.
Provide additional support as needed.
All other duties as assigned by management.
 Education and Experience: Â
Minimum of a High School diploma or equivalent and 2 years office or administrative experience, or equivalent. Relies on instructions and pre-established guidelines to perform the functions of the job.
 Skills:Â
Proficient computer skills
Scanning software, MS Word, MS Excel, MS Outlook, and Internet.
Strong interpersonal skills.
Professional customer service skills.
Accurate, organized, and timely work habits.
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Physical Demands:
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Some bending and stooping required. Requires occasional lifting. Requires manual dexterity to operate computer keyboard, typewriter, fax/copier/printer machine, credit card machine and other office equipment. Occasional high stress.
Working Conditions:
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Works in a typical office setting. The working environment changes with the client and the professional services provided for that client.
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About Newburgh, NY
Ready to take your career to new heights? Explore the job opportunities in and around Newburgh, New York, and unlock a world of growth and possibilities. Nestled in the picturesque Hudson Valley, Newburgh offers a perfect blend of historic charm and modern opportunities. From the breathtaking views of the Hudson River to the vibrant arts scene at the Ann Street Gallery and New Windsor Cantonment State Historic Site, there is no shortage of inspiration here. Indulge in the local cuisine featuring famous Hudson Valley apples and enjoy a day out at Downing Park or Storm King Art Center. Join us in this dynamic region and see your career flourish amidst a backdrop of culture, history, and innovation.
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