Cemeteries Opening

The Administrative Assistant/Receptionist provides administrative assistance, as well as related office services to support the smooth and efficient functioning of the cemetery office.  As the Receptionist, this position is responsible for greeting customers, screening, intake, and scheduling appointments.

ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

• Greeting office visitors and receiving customer complaints
• Answering incoming phones calls and distributing messages accordingly
• Providing property locations to cemetery visitors, funeral directors, and florists
• Screening clients for religious status and background prior to scheduling appointments
• Scheduling appointments for Service Counselors with clients and maintaining calendar for all staff appointments
• Pulling and re-filing property files and printing worksheets to prepare counselors for appointments
• Communicating with counselors, field personnel, and funeral homes to assist in scheduling burials
• Preparing daily work orders and master lists for burials, printing and distributing daily calendar
• Ordering and distributing office supplies
• Closing burial files in database by assigning registry number and mailing burial permits to the County
• Maintaining interment registry book
• Preparing and mailing letters to funeral homes as needed
• Maintaining work order binder and entering completed work orders into database
• Maintaining C.B. request for authorization log-in sheets for priests
• Sorting and distributing daily mail deliveries
• Filing accounting records and property files in vault records
• Maintaining lobby appearance: straightening furniture, supplying pamphlets, watering plants
• Preparing the office each morning: making coffee, loading paper in office equipment, unlocking vans
• Attending all sales and staff meetings, and other meetings as requested.
• Other duties as assigned by the Manager.

OTHER OR SHARED RESPONSIBILITIES:

• Assisting Service Counselors in obtaining contract and marker layout approval signatures
• Receiving client payments, generate receipts, and enter receipts into accounting database
• Accepting and cataloging cremated remains from funeral home deliveries
• Verifying burial permits
• Occasionally escorts funeral services out to the burial site and oversees committal service when needed

 QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

 Education and/or Experience: A minimum high school diploma and 5 years administrative/secretarial experience.  Experience in funeral industry and/or customer service preferred.

Language Skills:  Strong oral and written communication skills.  Excellent interpersonal skills.  Bilingual skills desirable.

Computational Skills:  Basic math and accounting skills required.

Technical Skills:  Strong computer skills with proficiency in all Microsoft Office applications (Word, Excel, Powerpoint and Outlook).  Experience with database programs helpful.  Familiarity with standard office equipment, such as copier and fax machines.

Certificates, Licenses, Registrations:  Possess a current, valid CA Driver’s License and proof of automobile insurance.

Other Requirements:  Knowledge of the Catholic Church culture and structure, as well as an understanding of Catholic burial rites.  Ability to deal with diverse populations, as well as grieving families.  The ability to handle confidential and sensitive information required.

Please email cover letter and resume to aouellette@DSJ.org

POSITION SUMMARY:

The Location Manager of the Catholic Cemeteries of San Jose is responsible for managing the day-to-day operations and resources of three cemetery locations and is responsible for assuring staff serve families in a Family First, respectful, caring, and professional manner, while meeting their needs for cemetery services.

Location Managers will demonstrate by example in all of their dealings with families, staff and internal/external contacts.

The Location Manager will interact with a broad range of people, such as staff, families, priests, parishioners, community leaders, and vendors to deliver a high-quality, high-value family experience

 ESSENTIAL DUTIES AND RESPONSIBILITIES INCLUDE THE FOLLOWING:

• Knowledge of the Catholic faith, rituals and traditions
• Able to prepare, forecast, analyze and meet budgets, as well as analyze financial reporting
• Prepare market and trend analysis, customer surveys, and assess organizational needs of the staff and service improvements.
• Strong interpersonal, communication, time management and organizational skills
• Familiar with marketing and special events planning and coordination

• Ability to coach and train highly performing individuals and teams
• Practicing Catholic with demonstrated leadership serving the faith community
• Provides regular assessment and documentation of Family Services results.
• Ensures the efficient and effective operation of the Cemetery offices.
• Works with the Field Supervisors and Field Operations so that transition of services from the office to the field are seamless.
• Manages the products and services offered to families for memorialization.
• Effectively utilize technologies and cemetery software programs to enhance customer service
• Direct staff to maintain excellent record keeping systems for the proper archival of cemetery data.

THIS POSITION SUPERVISES:

• FSC Counselors
• Memorialization Coordinator
• Outside Sales Staff
• Administrative Support Staff

QUALIFICATIONS TO PERFORM THE JOB SUCCESSFULLY:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, ability or physical demands required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

Education and/or Experience:  College degree preferred, and/or 2-4 years of experience in sales or customer service management.  Experience managing medium to large sales/customer service teams.  Proven record of meeting or exceeding revenue goals.

Language Skills:  Strong oral and written communication skills, including the ability to train and motivate.  Bilingual preferred.

Reasoning Ability:  Must be able to compile and interpret information to problem solve, make sound decisions and execute solutions in a timely manner.

Technical Skills:  Strong computer skills with proficiency in Microsoft Office applications (Word, Excel, and Powerpoint).  Experience working with database programs.  Familiarity with standard office equipment, such as copier and fax machines.

Certificates, Licenses, Registrations:  Possess a current, valid CA Driver’s License and proof of automobile insurance.

Physical Demands:  While performing the duties of this job, the employee is regularly required to sit for extended periods of time, use hands in repetitive motion tasks, handle objects, hear and talk.  The employee is often required to stand, walk and reach with hands and arms.  The employee may need to walk on grassy, sometimes wet, and uneven surfaces.  The employee may need to lift and/or move up to 20 pounds.  Specific vision abilities required include close vision, depth perception and ability to adjust focus.

Physical Environment:  The employee is provided with an individual office or cubical space.  The employee will frequently work in the administrative office area which is open, and often busy and noisy.

Working Conditions:  The employee must be an effective manager with strong organizational and people skills.  The employee must be able to work well independently and as a member of a team.  The employee should be able to prioritize, multi-task and handle stressful situations.  The employee must be physically present at one of two cemeteries during regular hours of operation (8:00 a.m. – 4:30 p.m.)  The demands of the workload may require some evening or weekend work.  Regular travel occurs between cemeteries and throughout the Diocese, with occasional business travel.

Other Requirements:  Knowledge and experience of ministry and the teachings of the Catholic Church, especially as it relates to death and the burial rites.  The ability to focus and direct cemetery Outreach, Marketing as a ministry in the Church.  The ability to handle confidential and sensitive information required.

Please submit resume to April Ouellette at aouellette@DSJ.org.

Position Summary:

Assists in all aspects of the cemetery grounds operation including, equipment upkeep, opening and closing of the graves, installation of memorials and markers and general clean-up of cemetery grounds.

Essential Functions:

• Assist with ground burials by excavating and backfilling grave and install concrete burial vault either by hand or with a mechanical device.
• Set up graves with a casket device, canopy and carpeting/ chairs. Act as pallbearer when needed.
• Make concrete foundation for memorials and install memorial markers on crypt fronts.
• Maintain and clean equipment for safe and proper use.
• Mow, trim, clean cemetery grounds with mechanical devices or by hand.
• Sweep or blow walkways, roadways, edge lawns and leaf pick up with mechanical devices or by hand.
• Perform janitorial work in mausoleums, buildings and restrooms. Gather and remove trash.
• Operate and maintain the irrigation system, repair and replace pipe and parts as needed.
• Perform miscellaneous cemetery jobs as directed by Cemetery management.

Requirements

Ability to work full time each week (may be assigned Tuesday through Saturday or Monday through Friday, or on a rotating schedule)

Bilingual applicants (Spanish/English) strongly preferred.

Must go through a background check including fingerprint and drug screening

A valid CA driver’s license and clean driving record

Able to lift 100 lbs. and perform various physical tasks with ease

Education or Experience:

High school diploma and one year experience in a position that has similar essential functions

Language Skills:

Ability to read, analyze, and interpret general technical procedures. Ability to effectively present information and respond to questions from the manager, customers, and the general public.

Mathematical Skills:

Ability to add, subtract, multiply and divide in all units of measure using whole numbers.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of situations.

Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

Individual must be able to work independently and as a contributing member of a team

Diocesan employees represent the Roman Catholic Church and are expected to conduct themselves according to the mission and principles of the church.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employment will go to those individuals whose knowledge, training and experience most closely qualifies them for the positions offered without regard to race, color, creed, sex, marital status, age, disability, veteran status or national origin, except where creed, sex or ordination is a bona fide occupational qualifications.

Please submit resume to April Ouellette at aouellette@DSJ.org.