Administrative Assistant - Transfers

Forest Lawn Mortuary•Glendale, AZ

1d•Hybrid

About The Position

Forest Lawn has always attracted unique and exceptional individuals; those who aren’t satisfied with simply building a career, but want to go home at the end of the day knowing they’ve made a profound and positive difference in people’s lives. At Forest Lawn, Glendale, the Administrative Assistant is responsible for providing comprehensive administrative support to the daily operations of the Transfer department. Responsibilities include answering phone calls, drafting and sending correspondence, and maintaining the data entry log, along with other duties as assigned.

Requirements

High school diploma or GED required.
Minimum of three years of experience in a customer service or clerical role.
Valid California driver’s license required.
Proficiency in Microsoft Office Suite required.
Ability to interact effectively with client families and coworkers in stressful situations.
Ability to meet strict deadlines and work under pressure.
Excellent communication and customer service skills.

Nice To Haves

Bilingual skills preferred.
Associate’s degree preferred.
Notary Public commission preferred.

Responsibilities

Perform data entry and verification in our internal record database pertaining to transfers of ownership of cemetery property and ensure data is accurately entered.
Prepare property transfer files for the verification process, such as preparing mail-out envelopes, printing certificates, and making copies of documents.
Organize transfer files and ensure copies of the original Transfer Agreement, and/or all other original documents subject to return to client families, are made before mailing originals.
Prepare property transfer files to be sent to the appropriate Records Department via internal mail.
Maintain and check all departmental logs for accuracy.
Answer incoming phone calls and take detailed messages for the department.
Answer questions from client families if able.
Transfer phone calls by providing the client family’s reason for calling and information to the Transfer Paralegal or Manager.
Return calls to client families in a timely manner to acknowledge their call and obtain additional information a Transfer Paralegal will require from them.
Check all department voicemails and email information appropriately.
Collect department payments submitted by Transfer Paralegals.
Balance department payments, prepare bank deposit slips, bank deposits, and cash reports for the Cashier Department.
Ensure any approved department refunds are completed in accordance with the refund process.
Ensure department work is distributed equally among the Transfer Paralegals.
Ensure transfer/repurchase files are in order for Manager/Executive signature.
Direct non-Transfer Department calls to appropriate departments and warm transfer.
Keep Manager informed of any significant departmental concerns.
Pick-up and deliver urgent mail from and to other departments.
Collect documents, transfer and receive payments from client families, and properly issue receipts for payments.
Practice and maintain confidentiality of all material and data handled by the department.
Maintain inventory, order supplies, and inform the Manager if more supplies are needed for the department.
Ensure the department suite is clean, organized, secure, and well-maintained.
Drive to other Forest Lawn locations to take photos of tablets/interment spaces, retrieve records, and assist with translations if bilingual.
Notarize documents if licensed as a notary public.
May need to travel to other Forest Lawn locations to notarize documents as requested.