Administrative Operations Assistant (Executive Administration)

Archdiocese of Los Angeles
about 1 year ago
Admin & Office Full Time

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POSITION SUMMARY

To support the Directors of Operations, Executive Assistant and others as needed by administering and maintaining the operations reporting informational systems and provide all other administration services for the operations department and staff.

Under the general supervision of the Directors of Operations will provide administrative support for the cemetery and mortuary division, such as, revenue, expenses and operations reporting, patron satisfaction reports and other reporting and support as needed including, meeting arranging, communication distribution and various administration tasks. In addition to the operations duties, this position may perform various services and client relations activities, while establishing and maintaining effective communication efforts with cemetery/mortuary office administrative staff, and parish priests.

ESSENTIAL FUNCTIONS

Because all Archdiocesan employees represent the Roman Catholic Church, they are expected to conduct themselves according to the goals and mission of the Church in performing their work.

  • Provide administrative assistance to Directors of Operations, Executive Administration Assistant, and other Operational Departments.
  • Coordinate in producing letters, memos, reports, spreadsheets, filing; and general administration for the operations department.
  • Record/input revenue, expenses and operational results and data reports from the sales and operations information system, post relevant reports and tracking information and updates sales and operational reports as appropriate.
  • Distribute reports to other departments and contractors as directed.
  • Creates reports and analyses for regional management team, within required deadlines.
  • Assist in the creation and implementation of Operational Playbook initiatives and tracking system.
  • Produce/amend standard forms for use at all cemeteries and mortuaries to assist the operations teams.
  • Coordinate and communicate with operational admin team via daily, weekly or monthly meetings.
  • Maintain current mortuary price lists and cemetery price book and master copy.
  • Communicate with various vendors while maintaining current price lists and product offerings, distribution of memo’s, reports and standard forms by email or in person regularly.
  • At all times comply with company policies, procedures and instructions.
  • Contribute to improving the operational business and enhancing the reputation of the Archdiocese by putting forward new and creative ideas.

MINIMUM QUALIFICATIONS

Education and Experience

Any combination of education and experience likely to provide the required knowledge, skills, and abilities, typically:

  • Active member of a Roman Catholic faith community, preferred.
  • High School Diploma required (Bachelor’s Degree preferred).
  • Previous administration experience or at least 2 years support related experience.
  • Strong knowledge of Microsoft Office Suite (Outlook, Word, Excel, SharePoint and PowerPoint).
  • Experience using HMIS, CRM or other database management systems, preferred.

Knowledge, Skills, and Abilities

  • Bilingual Spanish/English preferred.
  • Communicate effectively in written and oral form.
  • Develop and maintain effective working relationships.
  • Must be able to read and interpret Cemeteries and Mortuaries policies, procedures, contracts and customer files such as interment right records.
  • Provide excellent customer service skills by responding to common inquiries or complaints from customers, co-workers or members of the business community.
  • Effectively present information to patron family members, co-workers and management.
  • Ability to follow-through with multiple pending requests to completion.
  • Ability to self-start, organize, coordinate, and execute projects as assigned.
  • Calculate figures and amounts such as discounts, interest, proportions and percentages and to apply concepts of basic mathematics.
  • Proficiency in data entry and reconciliation techniques.
  • Ability to concentrate and complete moderately complex forms.
  • Work independently with initiative and little supervision.
  • Maintain confidentiality.
  • Interpersonal skills including tact, patience and diplomacy.
  • Ability to travel offsite for meetings.

Physical and Environmental Requirements

  • Sit for sustained periods of time on a daily basis.
  • Perform tasks requiring intermittent bending, stooping, and walking.
  • Requires ability to frequently lift or move objects up to 30 pounds.
  • Sustain frequent movement of the fingers, wrists, hands, and arms.
  • Maintain current CA driver’s license

Our Benefits include:

  • Health Insurance ( Medical, Dental and Vision)
  • Mental Health Services (Employee Assistance Program)
  • Pension Plan
  • 403B Plan
  • Vacation & Sick Time
  • Paid Holidays
  • Employee Discount Programs (24hr Fitness, LA Fitness, Hotel Engine, Great Work Perks*)
    • Great Work Perks (Amusement Parks, Car Rentals & Hotel, Restaurant, and Shopping discounts)
  • SIGN ON BONUS
    • 2% bonus, commensurate with level of annual compensation
    • Must be employed for 6 months - in good standing
    • Full amount paid at 6 months
    • excludes temporary employees

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