Administrative Assistant (Part-Time)

ADMINISTRATIVE ASSISTANT (Waukesha)

Position Summary

The Administrative Assistant (Admin) is the face and voice of a CFCS location–often, the very first person that a family member will see or talk to–and is responsible for making a good first impression when greeting walk-ins or answering inbound calls. The Admin is a multitasking position, taking on both administrative and receptionist duties, and is an important resource for making things happen and making things run smoothly. The Admin will have a working knowledge of the cemetery and/or funeral center operations, processes, and procedures. Administrative Assistants will demonstrate by example, CFCS’ Core Values–Share the Journey, Serve with Care, and Make It Happen–in all their dealings with families, staff, and internal/external contacts. The Admin, reporting to the Location Manager, interacts with internal departments and location staff, individuals and families, and other external service providers.

Location Support

Maintain a clean, respectable environment for families • Maintain a family-focused, service-oriented, and friendly posture when speaking with people on the telephone or when greeting them in person • Receive and greet people entering the location and assist as needed • Manage the Arrangement Room Reservation Calendars • Maintain the Service Schedules for the FSD, FA, and others • Manage the Outreach and Community Events’ Calendar, as directed • Communicate with Family Environment Specialists and others, as needed

Administration 

As directed by manager, perform the following, but not limited to:

 Prepare word processing, presentation, and spreadsheet documents • Use software applications, web apps, and cemetery/funeral software • Enter leads and referrals into the CRM • Prepare emails and other correspondence communications • Maintain the documents/records management system for the location • Manage location’s incoming/outgoing mail and shipping packages • Use office equipment to send and receive documents • Manage location and office inventory supplies • Perform other tasks and duties as assigned • Participate in CFCS location, classroom, and online training, and self-directed learning

Proficient with MS Office (i.e., Word, Excel, PowerPoint, Outlook)

Education & Experience

High School diploma/GED, some college preferred, and/or 2-4 years of experience in an office environment, performing administrative and clerical duties, receiving multiple inbound calls, and having direct contact with the public

Knowledge, Skills & Abilities

• Knowledge of the Catholic faith, rituals, and traditions • Understanding the Order of Christian Funerals • Able to conduct oneself with a “Family First” approach • Knowledge of administrative, clerical procedures, and office systems • Familiar with principles and processes for serving customers • Able to multi-task (i.e., perform administrative tasks, answer phones, receive visitors, provide general information to the public) •