Full-Time position working a rotating schedule consisting of 3 evening shifts a week. Work week is Sunday - Saturday. Hours vary depending on the day, Monday, Tuesday & Wednesdays are from 5:30 p.m. to 7:30 a.m. (overnight), Thursday shifts are 5:00 p.m to 7:30 a.m (overnight) and Saturdays & Sundays are 5:00 p.m to 8:00 a.m (overnight).
Ideal Porter Loring Mortuaries Administrative Assistants have a high level of customer focus. For them, outstanding service is a passion and they inspire and challenge others to the same passion. They treat 100% customer satisfaction as a personal goal and accept no excuses for not achieving that goal. This position is primarily responsible for providing administrative and clerical duties in support of company-offered funeral services. Duties include but are not limited to:
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Promptly and appropriately greet all funeral home visitors
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Have a geographical knowledge of area to direct visitors or callers
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Display excellent telephone skills and etiquette using good judgment and compassion
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Possess and display an understanding of the funeral profession
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Have an eye for detail and correct problems where visible to the public
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Display empathy to families; show continual care and concern and willingness to “go the extra mile” to be helpful to families/clients
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Interact effectively families, guests and co-workers
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Send, receive and interpret information clearly and with sensitivity from diverse audiences
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Actively seek and use customer information; communicate customer needs to others in the organization.
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Be pleasant and display upbeat, positive disposition during work hours
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Work cooperatively with individuals on all levels within and across organizational lines
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Embrace the Porter Loring Mortuaries Mission and Guiding Principles
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Always let the team know your whereabouts
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Speak positively, non-judgmentally about others
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Practice effective active listening using paraphrasing and questioning skills
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Actively suggest helpful solutions to problems of all kinds: systems, transaction, dynamics, relationships, etc.
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Align with the goals of the group or organization
- Effectively integrate personal skills with those of others in accomplishing organizational goals
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Encourage and incorporate other points of view and value differences
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Ask questions to clarify expectations/issues
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Effectively handle a variety of assignments by being well organized, detail-oriented and able to focus on appropriate priorities first
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Display high level of respect and care for equipment and assets
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Demonstrate good writing skills with legible handwriting and proficient math skills
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Demonstrate attention to expense control
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Practice impeccable grooming and dress, with a neat and professional appearance
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Maintain high standards of honesty and integrity
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Display initiative and readiness to act on opportunities
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Manage multiple tasks and meet deadlines; get tasks done in prompt, timely manner
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Display effective time management skills
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Understand the job’s purpose, carry out key responsibilities and achieve results with minimal assistance
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Perceive obstacles and quickly find alternative routes to achieving objectives
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Perform other duties as assigned by Supervisor/Manager
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Attend training sessions as requested and use skills and techniques learned
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In conjunction with Manager/Supervisor and where appropriate, help monitor and train other employees
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Participate in staff meetings toward office improvements
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Maintain inventory / supplies and related receiving processes
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Coordinate the ordering of out-of-house services and products
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Open and close building for business per procedures, when necessary
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Assist At-Need team with funeral activity including processing the necessary paperwork and scheduling
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Input all appropriate data into funeral computer system(s)
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Compile and prepare statistical reports
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Copy, File and Scan correspondence and other records, keep filing system current
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Compose and type correspondence to client families, other public organizations and benefits departments
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Prepare legal documents including death certificates and other related documents
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Schedule appointments between client families and fellow employees
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Use appropriate communication skills with community members, leaders, clergy, etc.
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Answer telephone and provide information to callers; route calls to appropriate person
- Be knowledgeable of all programs/services offered by the funeral home
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Must possess high school diploma or equivalent education with emphasis on business related courses.
- Some previous administrative, secretarial, or clerical experience required, accompanied with efficient and accurate data entry/typing abilities.
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Must have effective ability to make a professional presence, communicate, greet, and engage visitors and families during times of emotional grief and stress.
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Ability to apply common sense understanding to carry out detailed, involved instructions; to deal with problems having several concrete variables in or from standardized situations.
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Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.
- Must be skilled/proficient in written and oral communications, typing, data entry, and personal computer
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Ability to speak effectively with customers and employees of the company.
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Strong verbal and written communication skills
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Some post high school courses and 3-5 years experience in a related position
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Ability to sit for extended periods of time.
- Ability to perceive depth and field of vision.
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Ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly in order to move objects.
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Ability to communicate by means of the spoken word both face to face and over the telephone.
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Ability to operate a computer keyboard by whatever means.
- Ability to (pinch or pick) maneuver small objects precisely by whatever means.