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Posted: Monday, October 17, 2016 12:09 AM

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Overview:

The Bilingual (fluent in English/Spanish) Receptionist/Administrative Assistant at Columbia Memorial Park (Columbia Gardens Cemetery) is a compassionate and responsive person whose primary duties include answering telephones, greeting visitors and providing general support to office operations of the Company, including administrative support of the company's President, sales, database management, and light bookkeeping.

Essential Functions of Position:

Receptionist Duties:


Answers phones and directs phone calls as necessary;
Records and delivers accurate phone messages;
Receives and greets visitors;
Assists visitors in locating gravesites;
Assists service attendees during interments;
Keeps familiar with day-to-day operations of cemetery and understands how the property functions;
Responds to and appropriately escalates inquiries regarding cemetery history, regulations, pricing and general information on burial needs and processes, in person, over the phone or email and other general activities of the cemetery;
Responds to questions from lot owners, in person, over the phone, or via email;
Assists with marketing and sales efforts;
Maintains and holds adequate copies of forms used during intake and folders provided to potential and current customers;
Prepares reports as requested;
Other duties as assigned.

ADMINISTRATIVE SUPPORT:

Assists President with calendar coordination, contacts, files, and notes;
Coordinates burials with funeral homes, families and cemetery crew;
Prepares work orders and ensures Foreman has them in time for burial;
Keeps track of all jobs and upcoming services, vaults and liners and order additional supplies as needed;
Maintains burial database and customer data base using QuickBooks;
Prepares and processes new property deeds for notary;
Creates and maintains files with property and interment record cards;
Provides support for internal meetings;
Updates and keeps current the employee, vendor and client list with recent address changes;
Processes mail and packages;
Keeps track of office supply inventory and submits orders to Office Manager when necessary;
Keeps the reception area and conference room tidy for guests;
Other duties as assigned.

BOOKKEEPING DUTIES:

Maintains and balances accounting ledger once bank statements have been opened and reviewed by management;
Prepares bank deposits;
Generates monthly statements to accounts;
Processes Accounts Payable/Receivable once approved by management;
Prepares requested reports from QuickBooks;
Provides collections support: keeps track of overdue accounts, contacts overdue accounts for payment;
Processes and pays ST-9, Retails Sales and Use Tax;
Other duties as assigned.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Expectations of All Columbia Gardens Staff:

To be caring and kind to all our patrons;
To understand that each of our clients is grieving in their own way;
To understand that each person has his or her own story; we are a part of it for just a moment;
To be aware of and embrace the diversity of our multi-cultural cliental;
To understand the impression we leave with each person attending a service or visiting the property reflects on our business;
Work well with others on a small staff;
The possession of a strong work ethic.

POSITION REQUIREMENTS:

Spanish and English fluency;
Experience with QuickBooks;
Must have knowledge and experience in bookkeeping functions;
Must be comfortable with Microsoft Office Suite 10, Excel, PowerPoint, Outlook, Microsoft Word and have the ability to easily move into other software programs;
Must be comfortable handling historical documents;
Must be able to use standard office equipment such as computers, phones, photocopiers, extensive filing systems, fax machines;
Must be able to occasionally lift packages, office products and supplies up to 20 pounds;
Will be required to communicate with others;
Will be required to stand, walk, stoop, squat, and reach;
Must be able to work an 8 hour day as this is full-time position;
Must be able to report to work on time and every day unless on approved leave;
Must be able to work in a fast-paced environment;
Must be able to change from one type of task to another with frequent interruptions;
Must be able to process mathematical calculations required to determine taxes and cash flow;
At least an Associate's degree in business administration or accounting or 5 years' experience handling the duties above.

SCHEDULE & BENEFITS:
5½-day workweek: Monday – Friday, 9 – 4 pm, Saturday, 9 – 12:30 pm
Some Saturday's off on rotation
Health Benefits available
Seven major holidays off
Sick leave and vacation time accrued

To apply please send cover letter explaining why you feel you would be a good fit for this unique position and your resume to info@columbiagardenscemetery.org.

Application deadline October 14, 2016

• Location: Arlington, Northern Virginia

• Post ID: 24883282 nova
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