Office Manager

Posted: 05/13/2024

Are you passionate about making a difference in the lives of others? Do you have a natural talent for empathy and organization? If so, we invite you to join our dedicated team committed to enhancing the well-being of our community.

Position Summary:

  • Manage and coordinate the operation activities of Olinger Andrews Caldwell Gibson Funeral Home.
  • Ensure the highest quality of services and products to satisfy the need of any client family and maintain a positive employee relations atmosphere.
  • Pay Range: Starting at $22.00 an hour.
Job Responsibilities:
  • Accounting Function Oversight:
  • Collections of all accounts receivable
  • Verifications and payments of all accounts payable invoices
  • Controls of receipt and deposit of cash payments received
  • Reconciliations of all accounts
  • Cash advance checks
  • Same Day Check requests
  • Bank deposits
  • Verifies/audits cash disbursement reports
  • Tracks Capital Expenditure Authorizations (CEAs)
Operational Activities: 
  • Orders supplies for the office and completes inventory counts
  • Coordinates the processing of orders and receipt of all merchandise orders including memorials and caskets and the control of storage inventory
  • Supports location management to ensure all contracts and work orders are completed in a timely manner with proper documentation
  • Completes various funeral reports and files accurately
  • Assures compliance with all Company policies and procedures to include
    •  Sarbanes Oxley (SOX) audit
    • Dignity University (DU) training
    •  Day Sales Outstanding’s (DSO) related to financial and administrative areas •
  • Assists in preparing and/or overseeing all funeral/cemetery-related forms
  • Reviews time cards and administers corporate payroll policies and procedures
  • Administers local Human Resources (HR) processes such as processing new hire paperwork, verifying pre-need sales licenses, maintaining employee files and other confidential files (I9’s, etc.).
  • Ensures new associates receive new hire orientation
  • Pulls monthly reports from reporting site and create stack ranking reports for key performance indicators
  • Maintains vehicle records/licenses
  • Processes expense reports
  • Updates General Price Lists (GPLs)
  • Manages all Alarm Systems (codes, working order, etc.)
  • Assists with funeral services and “Making Everlasting Memories” (MEMs) as needed
  • Coordinates daily activities with business unit as well as other departments
  • Trains associates in the proper administration of policies and procedures
  • Services customers by interacting with families in a professional and compassionate manner
  • Maintains and updates customer records
  • Updates company website with current obituaries and ensures obituaries are placed in newspapers
  • Provides a collaborative, productive workplace environment for associate growth and development that instills pride, a sense of ownership, and the challenge to associates to exceed expectations
  • Behaves in a supportive way to enrich the work environment
  • Uses customer feedback in conjunction with Sales to improve location administration and strengthen individual associate performance
  • Performs other duties as assigned
MINIMUM REQUIREMENTS:
Education:
  • High school diploma, GED or completion of a diploma-training program at a college or technical school
Experience:
  • Two (2) years bookkeeping, general office, clerical accounting, and Accounts Payable experience required Knowledge, Skills and Abilities:
  • Solid working knowledge of computers, MS Office, e-mail, internet and basic office equipment required
  • Excellent communication skills both orally and in writing
  • High level of compassion, integrity, and confidentiality
  • Problem solving skills • Ability to multi task and set priorities
  • Detail oriented
  • Must be flexible and able to function in a face-paced environment
WORK CONDITIONS: 
  • Professional Dress is required when in contact with families. 
  • Sitting continuously for many hours per day, up to 6 hours per day
  • Climbing stairs to access buildings frequently
Physical Demands: 
  • Physical effort requiring manual dexterity is required, includes paperwork, calculators, computers and phone usage
Work Hours:
  • Working beyond “standard” hours as the need arises

Olinger Andrews Caldwell Gibson Chapel
Chris Dufrenne